Conference Assistant III

Reporting to the Principal Conference Planner, the Administrative Assistant provides essential support for the coordination and execution of conferences, meetings, and events. This role assists with logistics, scheduling, vendor coordination, and attendee communications to ensure seamless event operations. Responsibilities include managing registration, preparing materials, assist tracking budgets, and liaising with internal and external stakeholders. Strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment are key to success in this position.

1. Reporting & Documentation

• Generate and distribute reports in Cvent to support conference planners and division stakeholders with real-time registration, attendance, and financial insights.
• Maintain and update attendee lists, registration reports, and event logistics documents to ensure accuracy and accessibility for the planning team.
• Organize and maintain digital and physical event files, including contracts, invoices, and correspondence for future reference and audit purposes.

2. Vendor & Financial Coordination

• Prepare and process vendor payments, ensuring invoices, purchase orders, and reimbursement requests are submitted and tracked accurately.
• Assist in monitoring event budgets by tracking expenses and identifying discrepancies to ensure compliance with financial policies.
• Communicate with vendors to confirm service details such as venue arrangements, catering orders, AV setup, and transportation logistics.
• Research and obtain quotes from potential vendors, providing recommendations to planners based on pricing, availability, and service quality.

3. Onsite Event Support

• Provide hands-on support during events, managing registration desks, checking in attendees, and distributing materials such as badges and welcome packets.
• Act as a point of contact for attendees, assisting with directions, troubleshooting issues, and ensuring a smooth experience throughout the event.
• Monitor event timelines, proactively addressing any schedule deviations or logistical challenges in coordination with planners and vendors.
• Assist with post-event breakdown, inventorying materials, collecting signage, and confirming venue clearance requirements.
• Provide support with managing Conference Services equipment inventory, including tracking, organization, availability, and inventory records.

4. Stakeholder & Attendee Support

• Schedule and coordinate check-in meetings with conference planners and stakeholders to provide updates and address any logistical concerns.
• Respond to inquiries from attendees regarding registration, agenda details, travel accommodations, and accessibility needs.
• Manage communications with speakers and panelists, providing logistical details and ensuring they have necessary materials and accommodations.
• Assist in gathering post-event feedback from attendees, stakeholders, and vendors to contribute to continuous improvement efforts.

5. Technology & Systems Management

• Demonstrate intermediate or higher proficiency with Google Workspace applications.
• Demonstrate familiarity with artificial intelligence (AI) tools, such as Gemini, to support event planning, administrative tasks, and workflow efficiencies.
• Demonstrate familiarity with event management software, such as Cvent.

• Assist in managing event registration platforms such as Cvent, ensuring data integrity, ticketing accuracy, and attendee tracking.
• Support financial tracking in Cvent and Stripe (payment processor), recording and reconciling payments for General Accounting and stakeholder reporting.
• Prepare and print event materials, including name badges, signage, and presentation packets, using internal software and design tools.
• Assist in troubleshooting technical issues related to event software, AV equipment, and virtual event platforms.

A detail-oriented and highly organized administrative professional who provides comprehensive support to Conference Planners in the coordination and execution of conferences, meetings, and events. Experienced in supporting event logistics, registration, attendee communications, vendor coordination, documentation, equipment and inventory needs, and other administrative and operational activities throughout the event lifecycle. Demonstrates the ability to manage multiple priorities and deadlines in a fast-paced environment while maintaining accuracy, responsiveness, and a high level of customer service. Possesses strong communication, organizational, and problem-solving skills, with a proactive and collaborative approach to anticipating needs, resolving routine issues, maintaining event records, and supporting Conference Planners in delivering well-organized and successful events.

Experienced in event coordination, logistics support, and stakeholder communication, with proficiency in financial systems, databases, web design tools, Excel, Google Suite, Stripe, and calendar management. Skilled in using platforms like Cvent for registration management, reporting, and financial tracking. Expertise in scheduling, document preparation, vendor coordination, and budget tracking to ensure seamless operations. Strong organizational, problem-solving, and time management abilities, with the flexibility to manage multiple priorities in fast-paced environments. Adept at maintaining accurate records, ensuring compliance, and delivering excellent customer service while handling sensitive information with discretion.

CF-0007 - Conference Services Lifting Hazard

Conference Services staff may potentially lift items exceeding 10 pounds as part of their role. Staff bend, twist, stoop, reach and lift to perform the functions of their tasks. Staff will use hand carts to reduce lifting and carrying whenever possible. Staff will seek assistance for lifting awkward or heavy items using a two person lift from another staff member who is trained and authorized to lift heavy items or they will submit a work request for moving the item.