Event Assistant - Washington
2 days ago
Job description
RPStaffing is conducting an immediate search for the Meetings and Events Assistant with a national trade association based in Bethesda, MD.
This position is fully remote but requires occasional onsite office and event days.Job Title:
Meetings and Events Assistant
Status:
Temp-to-Hire
Schedule:
Full Time, M-F
Hourly Compensation:
$20.00 per hour
Remote Status:
This position is fully remote but requires occasional onsite office and event days; occasional travel required (less than 5%)
Candidates must currently be living in the Washington, DC area
POSITON SUMMARY:
The Meetings & Events Assistant plays a key role in managing the logistical and operational aspects of various conferences, meetings, and events.
This position is responsible for coordinating registration processes, maintaining event-related content on websites, and providing exceptional customer service to attendees and stakeholders.
The Coordinator serves as the primary point of contact for meeting and event inquiries and is responsible for maintaining products in the Learning Management System (LMS) and Store.
Additionally, the Coordinator assists in the preparation and execution of both virtual and in-person events, ensuring smooth operations and a positive experience for all participants.
POSITION SPECIFIC DUTIES:
Coordinate all registration-related functions for in-person and virtual conferences, including Annual Conference & Expo, Education Summit, live webinars, and Specialty Conferences.
Serve as the primary point of contact for customer service inquiries related to meetings and events, providing timely and accurate responses through various communication channels, including phone and email.
Maintain and update event-related content on websites, ensuring that all information is current and easily accessible to members and participants.
Develop and maintain expertise in Learning Management System (LMS) and Association Management System (AMS) to manage products and support event registration.
Assist in the preparation and distribution of materials for conferences, including signage, PowerPoint templates, and other collateral, coordinating with Creative Services as needed.
Coordinate logistics for webinars, including speaker training, hosting, and recording, while staying up to date on the latest platform updates and features.
Compile and analyze data from post-event evaluations to support continuous improvement of events and conferences.Oversee the inventory and ordering of event supplies, such as staff badges, ribbons, and other materials, ensuring that all resources are available and in good condition.
Collaborate with internal teams to ensure that all conference-related materials, such as registration, housing, and travel information, are posted to website in a timely manner.
Set up and manage on-demand products in the Store and LMS, coordinating with Creative Services for product cover creation and removal as directed.
Create and distribute surveys using Formstack and manage the collection and analysis of responses.Work with the IT Department to create or update conference certificates and generate individual hyperlinks for in-person conference attendees.
Develop proficiency in using event-related software, such as Sitecore and Nucleus, to support various conference functions.
Rotate attendance at Specialty Conferences, Education Summit, and other events as needed to provide on-site support.
Handle the shipping of materials for specialty conferences and the Education Summit.
Set up and send conference-related emails using the Higher Logic platform, ensuring clear communication with attendees and stakeholders.
Demonstrate accountability for assigned duties and responsibilities, ensuring all tasks are completed with excellence and integrity.
Embrace culture values, fostering an equitable and inclusive workplace in all interactions with peers, managers, volunteers, members, and other stakeholders.
Perform other duties as assigned to support the successful execution of conferences and events.EDUCATION/EXPERIENCE/SKILLS:
Bachelor's degree in a related field or equivalent work experience will be considered.
2 or more years of experience in event coordination, conference planning, or a related field, preferably within an association or nonprofit environment.
Willingness to travel domestically to conferences and events as required.Proven ability to manage multiple tasks and projects simultaneously, with strong organizational and time management skills.
Excellent written and oral communication skills, with the ability to interact effectively with a wide range of stakeholders, including members, volunteers, and vendors.
Strong attention to detail and a commitment to delivering high-quality work in a fast-paced environment.Demonstrated proficiency in using event-related software and tools, such as Learning Management Systems (LMS), Association Management Systems (AMS), and virtual meeting platforms like Zoom.
Ability to quickly learn and adapt to new technologies and systems, with a tech-savvy approach to problem-solving.Experience in customer service, with a focus on providing white-glove service to members and attendees.
Exercises moderate influence on the actions or operations of others, with a moderate impact on the activities.
Ability to solve problems using established procedures and practices, with broad latitude to determine approaches and methodologies for accomplishing tasks.
Flexibility in managing competing priorities and changing expectations in a dynamic work environment.Candidates for this position will be required to undergo a background check as the association is subject to the Payment Card Industry Data Security Standard (PCI).
CORE COMPETENCIES:
Communication:
Clearly conveys and receives information and ideas through a variety of media; conveys to individuals or groups in a manner that engages the listener, helps them understand and retain the message, and invites response and feedback and receives with respect and open mindedness.
Keeps others informed as appropriate; demonstrates good written, oral, and listening skills.Planning and Organizing:
Organizes work, sets priorities, and determines resources required; determines necessary sequence of activities needed to achieve goals in a complete and timely manner.
Process Management:
Uses industry best practices to control and maintain effective business processes.
Customer/Member Focus:
Makes internal and external colleagues/customers/members and their needs a primary focus of one's actions; shows interest in and understanding of the needs and expectations of internal and external customers (including direct reports and supervisors and management); gains customer/member trust and respect; meets or exceeds customer/member expectations.
Teamwork:
Participates as an active and contributing member of a team to achieve team goals. Works cooperatively with other team members, involves others, shares information as appropriate, and shares credit for team accomplishments.
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