Events Administrative Assistant

Job Description

Job Description

Events Administrative Assistant

Location: Orlando, FL

Job Type: Full-Time

About Us

The Laser Institute (LIA) is a nonprofit organization dedicated to Shaping the future of laser technology and its safe use by educating, connecting, and empowering individuals and organizations across science, industry, and society. 

We offer in-person, virtual, and online training courses, webinars, conferences, and symposia to support laser professionals worldwide. As our organization expands, we are seeking a reliable and tech-savvy Administrative Assistant to help deliver exceptional support to our event planner and world-class customer service to our members and customers.

Job Overview

The Laser Institute is seeking a Events Administrative Assistant to provide prompt and efficient support in the planning and execution of society events including our annual / bi-annual technical conferences, educational programs, webinars, and virtual events. This position will primarily support the operational and logistics management for each event, specifically process development / documentation, monitoring registration, planning food and beverage, arranging audio visual services, acting as speaker and program committee liaison, maintaining lists & databases, and more. 

This entry-level role is perfect for an organized self-starter with a dynamic personality who can manage several different projects at once. The ideal candidate will have an interest in event planning, hospitality, or public relations with a desire to learn and grow. 

Candidates are encouraged to include a cover letter with their application.

Education and Experience:

 

• Experience with online learning, special events, webinars, virtual platforms, preferred.

• Proficiency in Microsoft Office Tools (predominantly in Excel), and Virtual meeting platforms including but not limited to Zoom, Airmeet, Microsoft Teams. Experience with CVENT a plus.

Skills:

• This position requires a high degree of reliability, punctuality, and a dedication to excellence in customer service.

• Strong written, oral, interpersonal and presentation skills.

• Must be flexible and able to handle changing priorities and additional, unplanned tasks.

• Ability to work independently, set priorities, juggle tasks, and meet deadlines.

• Ability to communicate with confidence and poise, even while under pressure.

• Ability to communicate effectively with all types of employees, vendors, and event attendees, from front-line workers to executives.

• Ability to thrive in a continuously changing environment with a high degree of autonomy, accountability, and accuracy.

• Excellent collaboration skills with the ability to build strong relationships with clients, vendors, partners, and team members.

• This position is mission critical to the successful execution of LIA events. Must be willing to work extended hours on nights and/or weekends as priorities demand in advance of event dates.

Responsibilities:

• Answer incoming phone inquiries on society membership, products & services, educational programs, and conferences.

• Establishes and maintains procedures and records for recurring activities and meetings to assure seamless, organized completion, and recommends new methods and procedures for continuous improvement.

• Provide administrative support for the ongoing management of scientific technical conferences including but not limited to program committee and speaker communication, meeting space assignment and allocation, proofreading program materials, assisting in administration of scientific peer review, preparation of various reports, etc.

• Provide support for event logistics: food/beverage, audio visual services, shipping, signage, etc.

• Provide registration support for assigned meetings.

• Provide weekly pacing registration reports to internal clients.

• Inventory, order, and maintain registration supplies.

• Provide weekly hotel pickup and cross-check reports to internal clients.

The above list of responsibilities is representative of the position and is not intended to limit or preclude other responsibilities and tasks that may be associated with or added to the position.

Requirements

• Travel: Up to 15% annually

• Physical Requirements: Must be able to lift up to 30 pounds (related to meeting and function preparations)

• Work Schedule: Monday–Friday; 8 am - 5 pm in the office (occasional work outside of these hours)

Incredible Benefits Package!

• Available Immediately:

• 10 Paid Company Holidays

Available After 90 Days:

• 100% Employer-Paid Health Insurance (with $0 deductible)

• Unlimited Planned PTO

• 6 Unplanned PTO Days

• Optional Dental and Vision Insurance

• $15,000 Life Insurance Benefit

Available After 1 Year:

• 5% Annual Employer Contribution to SEP-IRA Retirement Plan (No Match Required)

LIA, founded by pioneers in laser science, has been a leader in laser applications and safety for over 50 years. We support our members and the laser community with training, conferences, publications, and standards, fostering innovation and collaboration within our global membership network.

Company Description

LIA, founded by pioneers in laser science, has been a leader in laser applications and safety for over 50 years. We support our members and the laser community with training, conferences, publications, and standards, fostering innovation and collaboration within our global membership network.