Annual Meetings Support Assistant

Addison Group; Washington (District of Columbia); On-site; USD 25,000 - 28,000; Part time

Benefits offered by this job

Hybrid work schedule

Flexible daily hours around required 2

Experience in healthcare conferences

Job summary

Addison Group is seeking an organized Annual Meeting Support Assistant to assist a national healthcare professional association with planning and coordination of its upcoming annual conference. This temporary role focuses on administrative and customer service support during the peak planning period, with duties across communications, materials handling, and data management.

The position is hybrid, requires 2 in-office days per week in Washington, DC, with core hours 10:00 AM–2:00 PM, Monday

Qualifications

• 1-2 years of administrative or customer service experience.
• Excellent verbal and written communication skills.
• Proficient with Excel and comfortable learning databases/CRM.
• Bachelor's degree preferred.

Responsibilities

• Conduct high-volume outreach by phone and email to invited participants.
• Provide responsive customer service for conference materials submissions.
• Review, format, and proofread large volumes of conference content.
• Review participant disclosures for completeness and accuracy.
• Prepare and proofread conference programming, logistics, marketing, and exhibitor materials.
• Maintain records and track outreach in spreadsheets and databases.
• Navigate multiple software platforms to manage participant information.
• Provide general administrative support and assist with special projects.

Skills

Administrative experience

Customer service

Phone outreach

Microsoft Excel

CRM systems

Organizational skills

Communication skills

Education

Bachelor's degree preferred

Tools

Microsoft Office

Job description

Role: Annual Meeting Support Assistant

Industry: Healthcare / Professional Association

Location (city, state): Washington, DC

Assignment Type: Contract through April 7, 2027

Pay: $18.40 - $20 / hour (depending on experience)

Work Schedule: Hybrid, 2 days per week in the office (Tuesdays and Thursdays). Flexible hours with required core availability from 10:00 AM-2:00 PM, Monday through Friday. Approximately 32.5 hours per week.

Benefits: This position is eligible for medical, dental, vision, and 401(k).

About Our Client

Our client is a national professional membership organization within the healthcare industry that supports medical professionals through education, professional development, accreditation, research, and industry resources. They are seeking temporary administrative support for their upcoming annual conference.

Job Description

Addison Group is seeking an organized and professional Annual Meeting Support Assistant to assist our client with the planning and coordination of a major annual healthcare conference. This temporary position will provide administrative and customer service support during the organization's busiest planning period.

The ideal candidate is comfortable communicating with a high volume of professionals by phone and email, managing information across multiple systems, and handling detailed administrative work in a fast-paced environment.

Key Responsibilities

• Conduct high-volume outreach by phone and email to invited conference participants, answer questions, and help resolve issues related to the participation process.
• Provide responsive customer service to individuals submitting conference materials, helping troubleshoot questions and directing issues as needed.
• Assist with reviewing, formatting, and proofreading large volumes of conference content and submitted materials.
• Support the team with reviewing participant disclosures and ensuring required information is complete and accurate.
• Help prepare, organize, and proofread materials related to conference programming, logistics, marketing, and exhibitor activities.
• Maintain accurate records and track outreach, responses, updates, and outstanding items in spreadsheets and internal databases.
• Navigate multiple software platforms to research contact information, update records, and manage participant information.
• Provide general administrative assistance and support special projects as priorities arise.

Qualifications

• 1-2 years of administrative, customer service, or related professional experience; strong internship experience may also be considered.
• Excellent verbal and written communication skills with a polished, professional communication style.
• Comfortable making frequent outbound calls to busy medical professionals and other external contacts.
• Strong customer service skills and the ability to respond professionally to questions and resolve routine issues.
• Highly organized with strong attention to detail and accuracy when working with large volumes of information.
• Proficiency with Microsoft Office, particularly Excel.
• Ability to quickly learn and work within databases, customer relationship management systems, and other specialized software.
• Experience maintaining records, tracking information, and working across multiple platforms.
• Experience in healthcare or a professional association environment is preferred but not required.
• Bachelor's degree preferred but not required.

Additional Details

• Pay: $18.40-$20.00/hour (depending on experience)
• Contract: Through April 7, 2027
• Schedule: Approximately 32.5 hours per week
• Work Arrangement: Hybrid, 2 days per week in the office
• Core Hours: 10:00 AM-2:00 PM, Monday through Friday
• Start Date: October 27, 2026
• Interview Process: One interview
• Overtime: Not anticipated; any overtime would require supervisor approval

Perks

• Hybrid work schedule
• Flexible daily hours around required core availability
• Opportunity to gain experience within the healthcare and professional association sectors
• Exposure to large-scale conference and event operations
• Opportunity to work with physicians, healthcare professionals, and other industry stakeholders
• Medical, dental, vision, and 401(k) eligibility

Addison GroupAnnual Meetings Support Assistant is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities upon request.