Event Assistant

Job Description:

The Meeting Assistant supports the planning and execution of NACDs premier in-person and virtual programs by providing comprehensive logistical and operational support to ensure a seamless, professional, and high-impact attendee experience. This role collaborates with internal teams, vendors, and partners to coordinate event logistics, support onsite operations, and contribute to the successful delivery of meetings and events from initial planning through post-event evaluation.

Responsibilities:

• Provide logistical support for assigned events, including audio visual production, food & beverage coordination, housing management, transportation, staffing, safety and security, and shipping logistics
• Assist with shipping coordination by communicating shipping timelines, coordinating with shipping vendors, determining onsite equipment needs, and preparing logistics materials and event boxes
• Collaborate with internal teams, external vendors, and event partners to support high-quality event execution and attendee satisfaction
• Support the Event Operations team in delivering a positive, seamless, and professional experience for all event attendees
• Participate in kickoff meetings with internal stakeholders to review event details, operational timelines, and logistical requirements for assigned events
• Coordinate logistical components within project plans, including room setups, audiovisual requirements, and food & beverage arrangements
• Assist with hotel room block management for staff and VIP attendees, maintain rooming lists, and track room pickup and reservations for assigned events
• Support expense tracking and invoice reconciliation for assigned meetings and events
• Monitor project timelines and assist with ensuring tasks and deliverables are completed accurately and on schedule
• Contribute to post-event evaluations and assist in identifying opportunities to improve event processes and update Standard Operating Procedures (SOPs)
• Escalate operational concerns, issues, or risks to the Director of Event Operations in a timely manner
• Perform additional duties and event support responsibilities as assigned

Qualifications:

• Associates degree required along with experience in meeting planning, hospitality, or hotel convention services
• Strong customer service skills with the ability to maintain professionalism and confidentiality in all interactions
• Excellent communication, interpersonal, organizational, and multitasking abilities
• Demonstrated ability to work independently and collaboratively in a fast-paced, deadline-driven environment
• Strong attention to detail with the ability to manage multiple priorities simultaneously
• Positive attitude, strong work ethic, and team-oriented mindset
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint
• Ability to stand and walk for extended periods during events
• Ability to regularly lift between 20 and 50 pounds in support of event operations