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Join a mission-driven association team and play a key role in preparing for a major conference while supporting day-to-day administrative operations. This position offers an opportunity to gain exposure to event planning, member engagement, and conference logistics in a collaborative professional environment.
Responsibilities:
- Provide administrative support to association leadership and conference planning teams.
- Assist with conference registration, attendee communications, and database updates.
- Coordinate meeting schedules, conference calls, and planning meetings.
- Prepare agendas, meeting materials, name badges, attendee lists, and conference packets.
- Support communication with members, speakers, sponsors, exhibitors, and vendors.
- Maintain accurate records, spreadsheets, and event documentation.
- Assist with conference hotel rooming lists, travel arrangements, and transportation logistics.
- Coordinate catering orders, meeting room setups, audiovisual requests, and event supplies.
- Track registration inquiries and respond to participant questions in a professional manner.
- Process invoices, expense reports, purchase orders, and payment tracking.
- Assist with sponsor and exhibitor logistics, including contract paperwork and event materials.
- Support membership record updates and data entry projects.
- Manage conference inventory including signage, promotional materials, registration supplies, and giveaways.
- Prepare post-event surveys, reports, and attendee feedback summaries.
- Provide on-site administrative support during conference events, including registration desk coverage and troubleshooting.
- Perform general office duties including filing, scanning, copying, mailing, and document preparation.
- Assist with special projects and additional administrative tasks as assigned.
Requirements
- 3+ years of administrative, office support, customer service, association, nonprofit, or event-related experience.
- Strong organizational skills and attention to detail.
- Excellent verbal and written communication skills.
- Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Experience with data entry and maintaining confidential information.
- Customer-focused mindset with strong interpersonal skills.
- Ability to work independently while collaborating effectively with team members.
- Experience supporting meetings, conferences, events, or member-based organizations preferred.
- Willingness to provide occasional support before, during, or after conference events as needed.
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