Conference Administrative Assistant

Civica Associations Conferences & Exhibitions; Centennial (CO); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Generous vacation

Flexible hours

Health insurance

401k

Company support for educational programs

Job summary

Civica Associations Conferences & Exhibitions is looking for a highly organized and detail-oriented Conference Administrative Assistant. This full-time position is based in Centennial, Colorado, and supports the conference team with various administrative duties necessary for the successful execution of conferences and board meetings. Ideal candidates will have at least 2 years of office experience and be proficient in MS Office. We offer a supportive culture with generous benefits including flexible hours and health insurance.

Qualifications

• Minimum 2 years of office/administrative experience.
• Previous experience supporting event/conference teams preferred but not required.
• Experience with software for registration, exhibitor management, and speaker management preferred.

Responsibilities

• Assist the conference department in all event operations.
• Manage speaker contracts, deliverables, and reporting.
• Provide communication support with vendors, speakers, exhibitors, and hotels.

Skills

Detail oriented

Ability to manage multiple tasks

Proactive approach

Ability to thrive in a fast-paced environment

Education

Bachelor’s degree or a combination of education and related work experience

Tools

MS Office

Event management software

Job description

We are seeking a highly organized and detail-oriented Conference Administrative Assistant to join our team. This role is crucial in supporting the conference team and our association clients in the day-to-day administrative duties to successfully execute conferences and board meetings.

This position is local to Colorado (Denver area) and requires full-time work in the office in Centennial, Colorado.

Key Responsibilities

• Assist the conference department in all event operations.
• Manage speaker contracts, deliverables, presentation files, assets, and reporting.
• Manage fulfillment for sponsor and exhibitor benefits and deliverables.
• Print production support for conference signage, badging, and printed program.
• Assist with client templates to launch projects, i.e. hotel specifications templates, sourcing reports, RFPs, and project timelines.
• Hotel reservation lists, cross-checks, reporting/tracking.
• Communication support with vendors, speakers, exhibitors, and hotels.
• Ordering supplies, packing, and shipping.
• Mange F&B, AV, and room sets for client board meetings.
• Technology support: set up and maintain client portals in event management software to include mobile app, online schedule, email templates, exhibitor/sponsor portal, speaker portal, call for speakers, and conference website updates.
• Vendor sourcing support for miscellaneous conference needs such as transportation, photography/photo booths, tote bags, lanyards, specialty F&B, and more.

Education and Experience

• Bachelor’s degree or a combination of education and related work experience
• Minimum 2 years of office/administrative experience
• Previous experience supporting event/conference teams and/or project management teams, preferred but not required
• Experience with MS Office including Teams, and SharePoint required
• Experience with software for registration, exhibitor management, and speaker management preferred but not required
• CMP preferred, not required

Skills and Abilities

• Ability to thrive in a fast-paced environment.
• Ability to work on multiple clients at a given time to meet client deliverables.
• Detail oriented with the eye to conduct quality checks on documents such as contracts, communications to client/attendees/exhibitors/sponsors, forms such as call for speakers, sponsor prospectus, etc.
• Ability to work effectively with many stakeholders of differing communication styles
• Proactive approach with ability to manage tasks and assignments efficiently
• Passionate about learning and leveraging new technologies

Benefits

• Corporate culture of freedom & responsibility: generous vacation, flexible hours.
• Compensation commensurate with experience.
• Employees who work a year or more receive an economic interest in the company (expires if you leave our employ).
• Health insurance & company-funded Health Savings Accounts.
• Vision coverage.
• Dental coverage.
• Partial cell phone reimbursement.
• 401k
• Up to two industry membership dues paid annually.
• Company support of the cost of attending educational programs, as approved by a manager.

Civica Associations Conferences & Exhibitions (http://www.civicamanagement.com) is a medium-sized, innovative association management company, with clients in many sectors, including health care, education, and public safety. We are a fast‑paced office, expanding, and need additional support to help us manage and deliver the highest level of service to our clients.

Civica is an Equal Opportunity Employer. We do not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business need.