Conference Assistant

American Kennel Club; New York (NY); On-site; USD 34,440 - 41,328; Part time

Job summary

The American Kennel Club in New York is seeking a part-time administrative support professional for the Conference & Travel Planning department. You will provide logistical assistance and support for conferences and travel activities, ensuring high service levels with minimal supervision.

Ideal candidates should be detail-oriented, possess strong communication skills, and have intermediate skill in spreadsheets. The role offers a salary of $25 to $30/hour depending on experience and job-related knowledge.

Qualifications

• Ability to produce accurate documents.
• Detail-oriented and organizational skills required.
• Strong communication skills, both written and verbal.

Responsibilities

• Provides phone and in-person coverage for the department, as needed.
• Conducts research and travel plans as needed.
• Creates event materials such as announcements and invitations.
• Maintains event databases and produces reports.
• Provides occasional on-site support for events.

Skills

Proficiency with email and internet

Intermediate spreadsheet skills (e.g., Excel)

Strong communication skills

Detail-oriented and organizational skills

Tools

Databases (e.g., Access)

Job description

This is a part-time position with variable hours. Please note that work hours may increase during the months of October through January based on business needs.

Position Summary:

Provides administrative, logistical, and on-site support for conferences and travel-related activities, ensuring timely coordination, accurate documentation, and a high level of service for internal and external stakeholders.

Supports day-to-day operations of the Conference & Travel Planning department with minimal supervision. Provides administrative and on-site support and serves as backup for the Vice President and Senior Event Manager.

Primary Job Duties:

• Provides phone and in-person coverage for the department, as needed.
• Administers special projects as assigned.
• Conducts research and travel plans as needed, including contacting hotels for initial information and availability.
• Reviews, reconciles, and codes invoices for approval and payment.
• Creates event materials such as announcements, invitations, housing and registration forms, and meal tickets.
• Prepares rooming and transportation lists, confirmations, supply lists, and related memos.
• Prepares and completes mailings.
• Prepares and packs materials for shipment to event sites.
• Partners with the Senior Event Manager to create, review, and prepare conference materials, handouts, and signage.
• Maintains event databases, spreadsheets, and files; produces reports to track timelines, progress, and expenses.
• Interacts professionally with Board members, delegates, and other key stakeholders as needed.
• Provides occasional on-site support for events.

Required Skills, Specialized Knowledge, and Competency Requirements:

• Proficiency with email, internet, and word processing; ability to produce accurate documents.
• Working knowledge of databases (e.g., Access) and intermediate spreadsheet skills (e.g., Excel).
• Strong communication skills, both written and verbal.
• Detail-oriented and organizational skills required.

The salary range in New York City for this position is $25 - $30/hour; however, salary offered may vary depending on skill, experience, job-related knowledge and location.