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.