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Conference Assistant |
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Reports to: Project Manager or Conference Manager
Staff Reporting to Position: None
Qualifications:
- B.A./B.S. degree.
- 1-2 years of conference experience or applicable experience.
- Excellent organizational skills.
- Good problemsolving ability.
- Good oral/written communication and interpersonal skills.
- Good word processing skills.
Overview of Position:
Responsible for providing planning and logistical support to the Conference Coordinator and other conference staff on all meetings.
Primary Duties (under general supervision):
- Assist in performing site research (through telephone calls, reviews of brochures and directories, etc.).
- Assist with the preparation and distribution of premeeting materials, such as letters, agendas, participant lists, factsheets, registration forms, and reimbursement vouchers.
- Contact participants to confirm travel and lodging requirements, verify participant information, and obtain registration forms and other responses.
- Assist in making hotel and travel reservations, preparing rooming lists, and mailing tickets.
- Act as liaison with meeting participants and vendors (on behalf of the Conference Coordinator) to fulfill requests for information and forms, obtain meeting materials, etc.
- Assist with the preparation of onsite materials, such as final agendas and participant lists, packets, name badges, and tent cards.
- Provide onsite support at meetings, including registration, operation of audiovisual equipment, and assistance to attendees.
- Assist with the maintenance of meeting notebooks and project files.
- Work with clerical and administrative support staff; help to organize tasks and log activities.
- Perform other duties as assigned.
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