Meetings/Programs Assistant

Posting ID : A1068523288
Date Posted : 2015-08-19
Category : Nonprofit

The Meetings & Programs Assistant provides technical and administrative support for the Director of Conferences and Director of Programs and performs other tasks as requested.

ESSENTIAL FUNCTIONS
Provide administrative support to the Director of Conferences
Percent of time spent: 80%
Key Responsibilities
Answer general calls for national meetings and monitor department's general email account.
Maintain up-to-date files for national meetings: meeting history, vendors, speakers, and future site information.
Review and update: planning documents, promotional published documents and correspondence related to national meeting's logistics.
Research potential vendors and suppliers for meetings.
Maintain current inventory of meeting and conference registration supplies.
Compose and disseminate meeting agendas and reports as requested.
Coordinate shipments to/from national meetings.
Maintain current information on website for national meetings.
Assist with Board of Directors meetings, National Executive Council meetings, and Capitol Leadership as assigned.
Onsite support at national meetings as assigned.
Assist with preparation of annual budgets, department expenses, data collection.

Provide administrative support to the Director of Programs
Percent of time spent: 20%
Key Responsibilities
Provide administrative support to Directors of Programs.
Develop room diagrams for Program events.
Assist with mailings and promotional materials.
Maintain information on website for program department.
Onsite support for Program Department in-house meetings.

EDUCATION AND EXPERIENCE

Education: Associate's degree or an equivalent combination of education, training and expertise required. Bachelor's degree preferred.

Experience: 2-4 years' related experience including administrative support. Experience in association management and/or meeting planning a plus. Tech savvy with intermediate to advanced skills in MS Office applications, database and presentation software; demonstrated ability to master new applications quickly.

SKILLS REQUIRED
Superior customer service skills.
Dedicated to providing the highest quality products and services possible.
Attention to detail and a commitment to accuracy are essential.
Highly organized and uses time efficiently.
Can work collaboratively with other staff and departments.
Tech savvy with intermediate to advanced skills in MS Office applications (MS Office- Word, Excel, Access, and PowerPoint), database and presentation software; demonstrated ability to master new applications quickly.

TRAVEL REQUIREMENTS
Less than 10%


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