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Event Assistant

2 months ago

Washington, United States RPStaffing Full time

RPStaffing is conducting an immediate confidential search for the Events and Supplier Relations Assistant with a national association. This is a temp-to-hire opportunity and has stability, advancement opportunities, and excellent benefits when permanent.


***Candidates must be currently living in the Washington DC area***


Job Title: Assistant, Events and Supplier Relations

Reports To: Vice President of Events and Supplier Relations

Status: Temp-to-Hire

Hybrid Schedule: Full-time / 2-days onsite per week

Office Location: Old Town Alexandria, VA

Temporary Compensation: $19.00 per hour

Permanent Compensation: $49,000 annually

Position Summary

This position manages the registration process and provides meeting planning support for all association events


Qualifications:

  • One-two years of meetings and events experience preferred with some registration experience desired.
  • Excellent verbal and written communication skills; ability to interact well with members
  • Experience working with a membership database (Salesforce experience is a plus); demonstrated ability to manage and maintain data records with accuracy and thoroughness
  • Ability to organize, prioritize, and multi-task
  • Must be detail-oriented
  • Ability to work independently, but also contribute to a collaborative team environment
  • Must be energetic, self-starting, and dedicated to the work of the organization
  • Must be able to lift boxes up to 20-25 pounds


Duties:

Large Conferences, 70%

Database and Registration Maintenance

  • Checks registrations received and processed online to ensure accuracy of members’ data entry
  • Processes meeting registrations that may come in by invoice creator, mail, e-mail, or over the phone
  • Assists the Vice President, Events and Supplier Relations on their tasks that need to be completed
  • Manages attendee registration
  • Manages registration at on-site at events
  • Tracks pending payments (including on-site collection)
  • Works with marketing and communication departments to create attendee rosters, on-line and on-site registration forms
  • Pulls registration reports for marketing team to prepare for the emails that go out to attendees
  • Creates balance due reports to be taken on-site
  • Registers presenters at their specific rates based on their contracts
  • Creates and manages events in association database (Fonteva/Salesforce)
  • Creates and implements registration configuration plan
  • Creates and updates the event order confirmation emails
  • Coordinates with finance to invoice unpaid balances at conclusion of meetings
  • Coordinates with finance to process and issue refunds
  • Coordinates with finance to finalize and pay invoices as needed
  • Tracks all credits and complimentary registrations
  • Sends credit summaries to companies throughout the year


Meeting Planning

  • Orders and manages all convention event temporary staff
  • Orders and manages all security staff
  • Orders all specialty items
  • Makes any event reservations, such as dinners, needed for different groups in the association
  • Attends planning meetings and takes meeting minutes


Administrative

  • Maintains and organizes inventory for all necessary meeting supplies
  • Organizes and maintains meetings storage closet
  • Coordinates all the packing and unpacking of material
  • Assists Vice President of Events and Supplier Relations with convention related operations as needed
  • Assists Director of Events and Supplier Relations with convention related operations
  • Researches and books flights when needed for onsite staff


Website

Proofs web pages to ensure accuracy of information and registration pages


Travel

Attends events and serves as on-site registrar and one of the on-site contacts for attendees


Conference, 15%

  • Checks registrations received and processed online to ensure accuracy of members’ data entry
  • Creates and manages events in association database (Fonteva/Salesforce)
  • Creates and implements registration configuration plan
  • Creates and updates the event order confirmation emails
  • Processes meeting registrations that may come in by invoice creator, mail, email, or over the phone
  • Manages the inbox and responds to inquiries
  • Coordinates with finance to process and issue refunds
  • Coordinates with finance to finalize and pay invoices as needed
  • Organizes and orders the attendee’s badges from a third-party company
  • Assists Vice President of Events and Supplier Relations with conference related operations as needed
  • Researches and books flights when needed for onsite staff


Women in Leadership Events, 10%

  • Checks registrations received and processed online to ensure accuracy of members’ data entry
  • Creates and manages events in association database (Fonteva/Salesforce)
  • Creates and implements registration configuration plan including the event order confirmation emails
  • Processes meeting registrations that may come in by invoice creator, mail, email, or over the phone
  • Manages and responds to emails about this event through the Meetings inbox
  • Coordinates with finance to process and issue refunds
  • Coordinates with finance to finalize and pay invoices as needed
  • Assists Director of Supplier Relations with event related tasks


Miscellaneous Administrative Responsibilities, 5%

  • Serves as a member of the phone team
  • Assist other departments with meeting rosters, table tents and name badge production as needed
  • Assists other departments as needed with meetings related tasks

This description was prepared by RPStaffing and is subject to change. This has been designed to indicate the general nature and level of work performed by employees within this job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This job may be modified at any time by adding or removing duties.