Conference Assistant

Conference Assistant

This is a part-time position with variable hours. Please note that work hours may increase during the months of October through January based on business needs.

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 $25 - $30/hour; however, salary offered may vary depending on skill, experience, job-related knowledge and location.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.