Conference Assistant

Position Summary:

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. Provides administrative and on-site support and serves as backup for the Vice President and Senior Event Manager.

Primary Job Duties:

·         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. 

Required Skills, Specialized Knowledge, and Competency 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.

The salary range in New York City for this position is $23 - $27/hour; however, salary offered may vary depending on skill, experience, job-related knowledge and location.