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Event Assistant

3 months ago

Washington, United States Association for the Advancement of Artificial Intelligence Full time
Job DescriptionJob Description

About the Company

The Association for the Advancement of Artificial Intelligence (AAAI) is the premier scientific society dedicated to advancing the scientific understanding of the mechanisms underlying thought and intelligent behavior and their embodiment in machines.

Description

Are you starting a career in the exciting world of conference and event management? Do you thrive in a fast-paced environment and enjoy helping projects come to life? Are you detail oriented with a knack for learning new technologies? Join AAAI to become a key player in producing 7 annual events

 

AAAI is seeking a highly motivated Event Assistant to join our dynamic team. From maintaining calendars and communicating with attendees to managing our event app and ensuring critical deadlines are met, this person will have the opportunity to directly support the coordination of AAAI conferences and events. Candidate will work closely with the Program Manager and Director of Operations to ensure all events are executed smoothly and effectively.

 

Why AAAI?

• Competitive Pay & Benefits Package includes 100% company paid health, vision, dental, and life insurance, a 403b program with up to 5% company match, and a monthly technology stipend.

• Generous Time Off includes 15 PTO days, 10 sick days, and 12 paid holidays, and 2 floating holidays

• Professional Development support for programs and resources to enhance your skills and career growth opportunities.

 

What will you do?

• Coordinate and Plan: Support the successful organization of AAAI conferences and symposia, ensuring seamless execution; support development of event communication templates, digital forms, and website updates.

• Vendor and Stakeholder Liaison: Develop relationships with internal and external stakeholders, facilitating effective communication and collaboration; follow up on event related administrative tasks with specific vendors/suppliers as required.

• Oversee and Maintain Project Requests: Ensure that the meeting and event team files, inbox, and calendar are up-to-date and organized to ensure accuracy.

• Collaborative Support for Annual Conference: Support conference management team by leading event app development, coordinating on site printed and digital signage, assisting with sponsor benefit fulfillment, and other duties as assigned.

• Onsite Experience for Annual Conference: Communicate with attendees in a friendly, positive, and professional manner with emphasis on poise and hospitality; track conference session attendance; manage event app onsite experience; lead onsite printed & digital signage implementation; lead poster supply distributions for tutorials and workshops.

 

What are we looking for?

• Experience: Entry level or 1-2 years of relevant experience desired.

• Technical Skills: Proficiency in Microsoft Office Suite, as well as exposure to using Adobe, event apps (Whova), Canva, SmartSheets, ability to learn new platforms and technologies quickly

• Availability: Ability to work full-time in a remote home office; extended hours on evenings and weekends during peak periods as required by business needs and with approval from supervisors

• Accountability: Ability to be self-directed and responsible for all work assigned, ability to work well independently and as part of a team in a fast-paced, deadline driven environment

• Travel: Flexibility to travel up to 10% annually.

 

To Apply

Please submit your resume to jobs@aaai.org.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.