Head of Event

International Conference Conversion Conf is looking for an experienced and proactive Head of Events to lead our Event Department and manage the organization of large-scale international conferences with 1,000+ attendees.

We are looking for a strong leader with a strategic mindset, excellent project management skills, and a hands-on approach. You will be responsible for the Event Department’s performance, team management, budgets, processes, and the successful delivery of several international events.

Working Conditions

• Full-time employment
• Working hours: 8:30 AM-5:30 PM, Warsaw time
• Remote work
• Location: Ukraine or Warsaw
• Business trips and participation in international conferences
• Opportunity to work on large-scale international projects
• Cooperation with an international team, partners, and contractors

Requirements

• Fluent English — must have
• Knowledge of another European language will be an advantage
• Minimum of 3 years of experience in event management
• At least 1−2 years of experience managing an event team or department
• Proven experience organizing large-scale conferences or events with 1,000+ attendees
• Strong leadership and people management skills
• Experience managing and developing a team
• Excellent project and time management skills
• Ability to manage several projects simultaneously
• Strong budgeting, planning, and analytical skills
• Excellent knowledge of Asana or similar project management tools
• Confident use of Excel, Word, Google Drive, and Google Workspace
• Strong communication, presentation, and negotiation skills
• Experience working with international partners, venues, and contractors
• Ability to make decisions, take responsibility, and work effectively under pressure
• Willingness to work flexible hours and travel when required
• Higher education
• Strong can-do attitude and result-oriented mindset

Responsibilities

Event Department Management

• Leading and managing the Event Department
• Setting goals, priorities, and KPIs for the department and individual team members
• Distributing responsibilities and workload across the team
• Monitoring team performance and ensuring that tasks are completed on time
• Conducting regular team meetings and project status reviews
• Participating in the recruitment, onboarding, training, and development of Event Department employees
• Providing feedback and supporting the professional growth of the team
• Building clear and effective processes within the department

Event and Project Management

• Managing the full event cycle: from initial planning and preparation to execution and post-event analysis
• Organizing large-scale international conferences and events with 1,000+ attendees
• Managing several event projects simultaneously
• Developing detailed event plans, timelines, checklists, and project documentation
• Planning, assigning, and monitoring tasks in Asana
• Controlling project deadlines, priorities, resources, and deliverables
• Identifying potential risks and developing solutions and contingency plans
• Ensuring high-quality execution of all event processes
• Managing on-site event operations and coordinating the team during conferences
• Conducting post-event analysis and preparing reports for management

Budget and Contractor Management

• Preparing, managing, and controlling event budgets
• Monitoring expenses and ensuring efficient use of resources
• Selecting and managing venues, suppliers, and outsource contractors
• Negotiating prices, terms, and conditions with contractors and partners
• Setting tasks for outsource contractors and coordinating their work with the internal team
• Controlling the quality and timely delivery of services
• Preparing and controlling invoices, contracts, and other event-related documentation
• Ensuring that all payments and contractual obligations are completed on time

Cross-Departmental Coordination

• Working closely with the Marketing, Sales, Design, Finance, and other departments
• Coordinating event-related tasks and deadlines between departments
• Ensuring effective communication and information exchange throughout the project
• Participating in conferences, communicating with partners and guests, and developing professional relationships
• Coordinating event registrations, invitations, guest lists, speakers, partners, and VIP attendees
• Representing the company professionally during international conferences and business meetings

What We Expect

We are looking for a Head of Events who can combine strategic leadership with strong operational management. You should be able to build effective processes, motivate the team, manage budgets and deadlines, solve problems quickly, and take full responsibility for the successful delivery of international conferences.

If you have relevant experience and would like to become part of the Conversion Conf team, please send us your CV in English. In your application, please include examples of international conferences or large-scale events you have organized and specify the number of attendees.