Administrative Assistant - Part Time

Beacon Hill Staffing Group, LLC; Chicago (IL); On-site; USD 42,000 - 64,000; Full time

Job summary

Beacon Hill Staffing Group, LLC is seeking an organized administrative professional to support association leadership and conference planning efforts in a fast-paced environment. You will help with registrations, attendee communications, and data management while coordinating meetings and event materials.

The role involves on-site conference support, liaison with members and vendors, and maintaining accurate documentation. Strong MS Office skills and a customer-focused mindset are essential.

Qualifications

• 3+ years of administrative, office support, customer service, association, nonprofit, or event-related experience.

Responsibilities

• Provide administrative support to association leadership and conference planning teams.
• Assist with conference registration, attendee communications, and database updates.
• Coordinate meeting schedules, conference calls, and planning meetings.
• Prepare agendas, meeting materials, name badges, attendee lists, and conference packets.
• Support communication with members, speakers, sponsors, exhibitors, and vendors.

Skills

Administrative experience

Microsoft Office

Organizational skills

Communication skills

Data entry

Team collaboration

Tools

Outlook

Word

Excel

PowerPoint

Job description

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing.

Join a mission-driven association team and play a key role in preparing for a major conference while supporting day-to-day administrative operations.

This position offers an opportunity to gain exposure to event planning, member engagement, and conference logistics in a collaborative professional environment.

Responsibilities

• Provide administrative support to association leadership and conference planning teams.
• Assist with conference registration, attendee communications, and database updates.
• Coordinate meeting schedules, conference calls, and planning meetings.
• Prepare agendas, meeting materials, name badges, attendee lists, and conference packets.
• Support communication with members, speakers, sponsors, exhibitors, and vendors.
• Maintain accurate records, spreadsheets, and event documentation.
• Assist with conference hotel rooming lists, travel arrangements, and transportation logistics.
• Coordinate catering orders, meeting room setups, audiovisual requests, and event supplies.
• Track registration inquiries and respond to participant questions in a professional manner.
• Process invoices, expense reports, purchase orders, and payment tracking.
• Assist with sponsor and exhibitor logistics, including contract paperwork and event materials.
• Support membership record updates and data entry projects.
• Manage conference inventory including signage, promotional materials, registration supplies, and giveaways.
• Prepare post-event surveys, reports, and attendee feedback summaries.
• Provide on-site administrative support during conference events, including registration desk coverage and troubleshooting.
• Perform general office duties including filing, scanning, copying, mailing, and document preparation.
• Assist with special projects and additional administrative tasks as assigned.

Requirements

• 3+ years of administrative, office support, customer service, association, nonprofit, or event-related experience.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Experience with data entry and maintaining confidential information.
• Customer-focused mindset with strong interpersonal skills.
• Ability to work independently while collaborating effectively with team members.
• Experience supporting meetings, conferences, events, or member-based organizations preferred.
• Willingness to provide occasional support before, during, or after conference events as needed.

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Company Profile:Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com .

Benefits Information:Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

• medical
• dental
• vision
• federal and state leave programs as required by applicable agency regulations to those that meet eligibility

We look forward to working with you.Beacon Hill. Employing the Future (TM)