Conference Assistant

Provides administrative, logistical, and on-site support for conferences and travel-related activities, ensuring timely coordination, accurate documentation, and a high level of service for internal and external stakeholders. Supports day-to-day operations of the Conference & Travel Planning department with minimal supervision, and serves as backup for the Vice President and Senior Event Manager.

Responsibilities

• · Provides phone and in-person coverage for the department, as needed.
• · Administers special projects as assigned.
• · Conducts research and travel plans as needed, including contacting hotels for initial information and availability.
• · Reviews, reconciles, and codes invoices for approval and payment.
• · Creates event materials such as announcements, invitations, housing and registration forms, and meal tickets.
• · Prepares rooming and transportation lists, confirmations, supply lists, and related memos.
• · Prepares and completes mailings.
• · Prepares and packs materials for shipment to event sites.
• · Partners with the Senior Event Manager to create, review, and prepare conference materials, handouts, and signage.
• · Maintains event databases, spreadsheets, and files; produces reports to track timelines, progress, and expenses.
• · Interacts professionally with Board members, delegates, and other key stakeholders as needed.
• · Provides occasional on-site support for events.

Requirements

• Proficiency with email, internet, and word processing; ability to produce accurate documents.
• Working knowledge of databases (e.g., Access) and intermediate spreadsheet skills (e.g., Excel).
• Strong communication skills, both written and verbal.
• Detail-oriented and organizational skills required.