Conference and Administrative Support Specialist (Part-Time/On-Call)

BETAH Associates, Inc.; Washington (District of Columbia); Hybrid; USD 27,552 - 41,328; Part time

Job summary

BETAH Associates, Inc. in Washington, DC is seeking a part-time Conference and Administrative Support Specialist to assist executive staff and government clients. The role blends conference coordination with general administrative duties in a hybrid on-site/remote setting.

Responsibilities include planning conferences and events, managing schedules, handling inquiries, maintaining databases, and preparing materials. The position requires professionalism, discretion, and strong communication.

Qualifications

• AA degree or equivalent with 2 years relevant experience.
• High school diploma with 5 years relevant experience.
• Knowledge of government operations is a plus.

Responsibilities

• Coordinate conferences, meetings, workshops, and trainings for government clients.
• Provide on-site conference support, including registrations and speaker coordination.
• Update databases, track service requests, and generate reports for metrics.
• Support senior officials with scheduling, meeting logistics, and document handling.

Skills

Customer service

Communication

Time management

Detail-oriented

Microsoft Office Suite

Education

AA Degree + 2 years of relevant experience

High School Diploma + 5 years of relevant experience

Tools

Microsoft Office Suite

Job description

The Conference and Administrative Support Specialist provides part-time, on-call support for a variety of federal government contracts in a hybrid work environment. This role combines conference and meeting coordination with administrative support to assist executive-level staff and internal and external stakeholders. Responsibilities include coordinating logistics for meetings and events, providing customer service, maintaining schedules and documentation, and supporting day-to-day administrative operations. The ideal candidate demonstrates professionalism, discretion, flexibility, and exceptional organizational and communication skills while delivering responsive, high-quality support in both conference and administrative functions.

This is an on-call, as needed role, requiring a flexible schedule and availability to work both remotely and on-site in Washington, D.C.

Essential Duties and Responsibilities

Conference Support (50%)

• Plan, coordinate, and execute in-person, virtual, and hybrid conferences, meetings, workshops, and training events for government clients, ensuring compliance with contract requirements, agency policies, and established timelines.
• Coordinate event logistics, including venue selection, meeting space setup, audiovisual support, virtual meeting platforms, registration, travel coordination, security access, and on-site event support.
• Develop and maintain detailed conference project plans, event schedules, attendee rosters, agendas, briefing materials, and after-action documentation while serving as the primary point of contact for government stakeholders, vendors, and participants.
• Provide on-site conference support by overseeing registration, coordinating speakers and presenters, resolving logistical issues, ensuring smooth event execution, and preparing post-event reports, participant evaluations, and recommendations for continuous process improvement.

Customer Service and Operations Support (25%)

• Serve as point of contact for incoming service requests via email, phone, and in-person interactions.
• Coordinate and process customer service requests, ensuring accurate documentation and timely resolution.
• Manage and update electronic databases to track service requests and workflow.
• Collaborate with internal service providers to deliver customer support solutions efficiently.
• Maintain the Customer Support inbox and phone line, providing timely and professional responses.
• Develop and maintain tracking tools, spreadsheets, and reports to support service metrics and workflow efficiency.

Administrative and Executive Support (25%)

• Provide administrative support to senior-level officials, including scheduling, meeting logistics, and correspondence.
• Manage and update executive calendars; schedule, confirm, and adjust meetings as needed.
• Greet and assist Treasury visitors and ensure proper meeting coordination and documentation.
• Prepare and distribute meeting materials, including agendas, briefing documents, and follow-up action items.
• Take notes during meetings, track deliverables, and follow up on outstanding tasks.
• Handle document delivery and pickup between Treasury offices, ensuring confidentiality and accuracy.
• Communicate regularly with management to provide updates on project and administrative support activities.

Supervisory Controls

Follow clear, detailed instructions and use discretion and initiative to manage day-to-day tasks independently. Refer unusual or complex situations to the supervisor while providing regular updates on customer support activities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The following requirements are representative of the knowledge, skill, and/or ability required.

General Skills

• Strong customer service orientation and ability to resolve issues effectively.
• Excellent communication and interpersonal skills.
• Proactive, solution-oriented approach to customer support.
• Detail-oriented with strong organizational and time management abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to manage multiple tasks simultaneously in a fast-paced environment.
• Strong problem-solving skills and ability to work collaboratively with team members and clients.

Education and/or Experience

• AA Degree plus 2 years of relevant experience OR High School Diploma plus 5 years of relevant experience.
• Proficiency in Microsoft Suite
• Knowledge of government operations or familiarity with federal agency environments is a plus.

Physical Demands

The employee must be able to exert up to twenty pounds of force occasionally to lift, carry, push, pull, or otherwise move objects. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

About the Organization

BETAH is a certified small business that focuses on projects and partners addressing issues of social equity, sustainable communities, and healthy populations. As a team of diversely talented professionals, we make a difference every day-for our clients, for the citizens they serve, and for the communities in which we live. At BETAH, we approach our work with passion, creativity, and resolve. Client confidence and satisfaction are the measures of our success. BETAH is comprised of experts from a variety of fields-including communications, marketing, management, event planning, and technology. We unite diverse talents into a shared commitment to excellence.

EOE Statement

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.