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Convention Management Assistant
4 months ago
The Convention Management Department Assistant provides a full range of administrative, and operations support for the Convention Management Division, and performs varied, responsible, and confidential work for the Vice President, Convention Management. Additionally, the Convention Management Assistant supports Event Managers in preparing for conventions, tradeshows, meetings and special events at the Walter E. Washington Convention Center; may provide logístical support to other event and operations related departments; assists with special projects; and interfaces with customers. Work is performed under the general supervision of the Vice President, Convention Management.
- RESPONSIBILITIES: Serves as Division’s department assistant and provides a wide range of administrative services, such as monitoring and ordering supplies, maintaining the Director’s files, and managing the Division’s general filing system.
- Works with Director and Associate Director to establish and manage the Division’s budget. Process all invoices, requisitions, expense and travel reports.
- Manages several independent projects (e.g., coordinate parking and loading dock requests, arrange for the hospitality service with event managers).
- Prepares daily event reports, event resumes, event calendars, division weekend staffing schedule, division monthly work schedule and other event communication documents as assigned by the Director.
- Using computer-aided design software (e.g., AutoCAD; QuickCAD, Social tables, Cnet and Ungerboeck), prepares meeting room diagrams and floorplans.
- May coordinate services with event services staff, venue service partners and client suppliers. Ensures that customer expectations are managed effectively.
- Assists with the scheduling and management of client site inspections, planning meetings, pre-event set-up and breakdown, and other client services.
- Answers and screens incoming telephone calls and takes messages for Event Management team.
- Open, sorts, and prioritizes incoming correspondence for the Director.
- Maintains Director’s calendar and monitors appointments, through daily review, prioritizing and arranging meetings, conferences and appointments.
- Plans and arranges conferences or meetings under general instruction from the Director.
- Responsible for maintaining Event Client Filing System to include Iron Mountain. Composes correspondence for review and signature.
- Performs other related tasks and duties as assigned.
- QUALIFICATIONS: High School Diploma AND
- Four (4) years of progressively responsible experience as an Administrative Assistant.
- 2 years of Event Planning/Meeting Planning experience preferred.
- Proficiency in Microsoft Office Suite, diagram software ( QuickCAD /AutoCAD/Social tables/Meeting Matrix or other event hospitality software system).
