Events Assistant

4 weeks ago

Centreville, United States ROCS Grad Staffing Full time

PERFORMANCE OBJECTIVES:

  • Responsible for all department administrative duties, including written and oral communication with members, vendors, and internal staff; data entry and maintenance; compilation of meeting evaluations, and other responsibilities as assigned.
  • Maintain and update administrative records and provide logistical and hands-on support for all meetings, including in-house events and committee meetings. To our, logistical and hands-on support includes understanding meeting requirements; maintenance of travel requirements for attendees; set-up, oversight, and break-down/clean-up of in-house events; placing orders with outside vendors, and clear communication with members, vendors, and internal departments.
  • Firm and fair interaction with vendors, especially hotels and restaurants, to plan successful events.
  • Set-up, test, troubleshoot and maintain our Annual Meeting Monitor program, our system of coordinating student volunteers at our meetings. Some specific duties include constant and specific communication with volunteers and internal departments to create a complex schedule, onsite training and volunteer management, and willingness to learn and use new technologies to ensure a successful program.
  • Interact with thousands of speakers throughout the year to clearly communicate processes, tasks, deadlines, and reminders.
  • Strong writing and editing of multiple publications, including marketing pieces, web content, scientific documents, and PowerPoint presentations. A successful candidate will have an impeccable grasp of the English language as well as a flair for creative wordsmithing.
  • Organized multitasking to coordinate numerous smaller Annual Meeting projects, e.g., sign/copy orders, honoraria/scholarship details, reunion/reception requests, etc.
  • Serve as an administrative liaison to several committees with responsibilities including written and oral communications with committee members; detailed note-taking to create meeting minutes and communication to staff about action items; and active meeting and/or conference call participation.
  • Always ready to jump in and help with other duties as assigned.


SKILLS:

  • Positive, hard-working attitude.
  • Exceptional project management and customer service with an eye on continuous improvement.
  • A basic knowledge of how hotels function, meeting room arrangements/set-ups, food and beverage, when and how to obtain supplier services such as audiovisual, shipping, etc., is preferred.
  • Strong oral, written, and interpersonal communication skills.
  • Strong attention to detail and the ability to manage multiple projects and deadlines.
  • Must be organized, able to plan ahead to meet deadlines, able to work in a fast-paced environment, and possess excellent time management and prioritization skills.
  • Excellent computer skills, especially in Microsoft Office. Adobe InDesign, iMis, and Adobe Acrobat a plus.
  • Scientifically-inclined a plus, but if not, a willingness and enthusiasm to learn about the field of psychiatry.

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