Communications & Conference Specialist

A successful Communications & Conference Specialist helps ensure Rincon's presence at industry conferences is organized, professional, and aligned with our broader marketing and communications objectives. They anticipate needs, keep stakeholders informed, manage details with care, and take ownership of projects from initial planning through completion.
They understand that conferences are more than logistical activities. They are opportunities to build relationships, showcase expertise, strengthen brand recognition, and reinforce Rincon's position in the markets we serve.
Beyond conference coordination, this individual contributes to clear, engaging, and consistent communications that connect Rincon's people, expertise, and accomplishments with internal and external audiences.  Above all, we're looking for someone who is curious, dependable, collaborative, and excited to grow as part of a creative and strategic communications team.
How We Collaborate
This role may offer a hybrid work setup, blending time in the office with remote work as business needs evolve. We enjoy coming together in person to collaborate, connect with teammates, and partner with clients, and may prioritize candidates who live within 50 miles of a Rincon office.
This role will require an in-office presence in Ventura, CA. 
What You'll Do
Industry Conferences & Market Engagement

• Coordinate Rincon's participation in industry conferences, trade shows, professional association meetings, and external industry forums.
• Manage conference calendars, registrations, sponsorships, exhibitor requirements, vendor coordination, shipping, and associated logistics.
• Maintain and manage Rincon’s conference materials and inventory, including booth displays, signage, promotional giveaways, and other branded assets, coordinating warehouse storage, organization, and replenishment to ensure materials are ready for use.
• Work with Marketing and business leaders to understand conference objectives, target audiences, and opportunities to strengthen Rincon's market presence.
• Coordinate the development of conference materials, including presentations, exhibits, signage, brochures, digital assets, and branded promotional items.
• Partner with the Design team to ensure conference materials are visually consistent, accurate, and aligned with Rincon's brand standards.
• Support pre-conference promotion, including social media, speaker announcements, and other communications that increase Rincon's visibility and engagement.
• Coordinate post-conference communications, content development, and follow-up activities to extend the value of Rincon's participation.
• Maintain centralized conference planning resources, participation records, budgets, and schedules.
• Identify opportunities to improve conference coordination, streamline processes, and create a more consistent and effective brand experience.

• Support the development and execution of internal and external communications initiatives that reinforce Rincon's culture, expertise, and market presence.
• Draft, edit, and coordinate content for employee announcements, newsletters, intranet articles, social media, and other communications channels.
• Assist with storytelling efforts that highlight Rincon's people, projects, technical expertise, and accomplishments.
• Collaborate with subject matter experts and internal stakeholders to gather information and translate complex topics into clear, accessible, and engaging content.
• Support social media content development, scheduling, and coordination across Rincon's corporate channels.
• Assist with communications campaigns, employee engagement initiatives, leadership announcements, and other firmwide priorities.
• Maintain communications calendars, content libraries, and other resources to support consistent and timely messaging.
• Help ensure communications reflect Rincon's voice, values, and brand standards.

• Collaborate with Communications, Design, and Marketing colleagues to develop high-quality branded communications and marketing materials.
• Support the coordination and production of brochures, presentations, digital graphics, promotional materials, and other communications assets.
• Assist with gathering, organizing, and maintaining content, photography, and other brand resources.
• Coordinate project timelines, internal reviews, and approvals to keep communications and marketing deliverables on track.
• Support broader marketing and communications initiatives that increase awareness of Rincon's services, expertise, and organizational culture.
• Contribute ideas and recommendations to strengthen communications effectiveness, improve workflows, and enhance Rincon's external presence.

• Bachelor's degree in communications, marketing, public relations, journalism, or a related field, or equivalent professional experience.
• Approximately 2–4 years of professional experience in communications, marketing, conference coordination, or a related discipline.
• Strong organizational and project coordination skills, with the ability to manage multiple assignments, stakeholders, and deadlines.
• Excellent written and verbal communication skills, including strong attention to grammar, clarity, and tone.
• Experience supporting conferences, marketing campaigns, communications projects, or other initiatives involving multiple stakeholders and deliverables.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Strong attention to detail, resourcefulness, and a proactive approach to problem-solving.
• Ability to work independently on assigned projects while collaborating effectively with colleagues across departments and levels of the organization.
• Strong interpersonal skills and a commitment to delivering high-quality work in a collaborative, deadline-driven environment.
• Willingness to travel occasionally to support conference participation and other business needs.

• Experience coordinating industry conferences, trade shows, sponsorships, or professional association activities.
• Familiarity with social media platforms, content management systems, and digital communications tools.
• Experience with Canva, Adobe Creative Cloud, or similar creative applications.
• Experience coordinating with external vendors, printers, promotional merchandise providers, or conference organizers.
• Familiarity with SharePoint, Microsoft Teams, and other collaborative project management platforms.
• Experience in professional services, consulting, environmental services, architecture, engineering, or a related industry.
• Experience developing or coordinating branded marketing materials and promotional campaigns.