Conference Coordinator

Reinsurance Association of America; Washington; Hybrid; USD 65,000 - 80,000; Full time

Benefits offered by this job

Platinum level medical insurance

Dental insurance

Vision insurance

Life and disability insurance

Generous paid time off

Job summary

The Conference Coordinator at the Reinsurance Association of America (RAA) supports ReEd and other educational programming by handling travel, meeting details and conference logistics. The role requires strong administrative coordination, project management, and event support within a hybrid Washington, DC environment.

Responsibilities include database updates, registrations, travel coordination, vendor and sponsor tracking, and on-site event assistance.

Qualifications

• High School diploma or equivalent; college degree preferred.
• 5+ years of relevant experience.
• Highly proficient with Microsoft Office including Word, PowerPoint, and Excel.
• Database input and maintenance experience.

Responsibilities

• Update and maintain the IMIS database with member contacts, attendee lists, and committees.
• Provide administrative and logistical support for conferences and seminars, including registrations, speaker communications, agendas, and on-site support.
• Coordinate travel, invitations, minutes, check requests, and the annual industry event calendar.
• Maintain ReScholar lists and support outreach to participants pursuing ReScholar designation.
• Provide on-site conference support and post-event surveys/feedback.

Skills

Organizational skills

Time management

Communication skills

Problem solving

Education

High School diploma or equivalent

College degree preferred

Tools

Microsoft Office (Word, PowerPoint, Excel)

Database input and maintenance

Job description

The Conference Coordinator supports the mission of the Reinsurance Association of America (RAA) through the effective and efficient support and coordination of the Reinsurance Education Institute (“ReEd”) and other educational programming.This position provides support to the assigned departments through accurate, thorough, and timely travel arrangements, meeting details, conference logistics support, database updates, contract files, and general administrative support.

ESSENTIAL FUNCTIONS

The following essential functions require superior administrative coordination skills, project management and event coordination and a demonstrated commitment to the success of the educational programs.

Communications: Timely update the IMIS database to maintain accurate member contacts, conference attendee lists, ReScholar designations, committee participant lists, and marketing and other ReEd lists.

Conferences & Seminars:

• Provide administrative and logistical support for the various educational offerings presented to RAA members and guests, including NAIC or state insurance department trainings.
• Assist with registrations, speaker communications, signage, agenda preparation, CLE applications, on-site support, room arrangements, trouble shooting, feedback surveys, and sponsor tracking.
• Support the completion of educational programs from planning meetings through speaker dinners by sending invitations, taking meeting minutes, preparing check requests, coordinating travel, making reservations, and preparing and maintaining the annual industry event calendar.
• Maintain ReScholar lists and facilitate outreach to meeting participants working towards their ReScholar designation.

Travel to conferences or events as required and provide on-site conference support.Facilitate and provide overview of conference attendee surveys and feedback.

Administrative support: Provide administrative support with events, meetings, training sessions, research, travel arrangements, meal reservations, expense reports, and budgets. Format, review, send, and keep record of conference-related bulletins. Provide support to Office Services Manager as needed. Provide limited support to the finance team in sending out bulletins to members and logistics for in-office meetings.

• Reliability.
• Self-starter with excellent time management.
• Organizational Skills.
• Conference or event planning experience desired but not required.
• Problem solver with attention to detail.
• Accuracy.
• Team player with strong communication skills

Supervisory Responsibility

This position has no supervisory responsibilities.

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, and photocopiers.

Physical Demands

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.

While performing the duties of this job, the employee is regularly required to communicate information and ideas so others will understand. The employee frequently moves about inside the office to access file cabinets, office machinery, etc.; frequently operates a computer and other office productivity machinery such as a copy machine and computer printer; must be able to remain in a stationary position for long periods of time, and often moves items weighing up to 20 pounds across the office for various needs.

Position Type/Expected Hours of Work

This position is a hybrid position located in Washington, DC (in office 3 days a week). Some flexibility in hours is allowed, but the employee must be available during the “core” work hours of 10:00 a.m. to 4:00 p.m. and must work 32 hours each week to maintain full-time status. Occasional evening and weekend work may be required as job duties demand.

Travel

Some travel is expected for this position to provide onsite support for educational programs regularly held in Orlando, New York, and Bermuda.

Required Education and Experience

High School diploma or equivalent, college degree preferred

5 or more years of relevant experience

Highly proficient with Microsoft Office including Word, PowerPoint, & Excel.

Database input and maintenance experience.

Reasonable Accommodations Statement

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Disclaimer

This job description is not designed to cover or contain a comprehensive listing of activities, duties, and responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned, at any time with or without notice.

Compensation

Salary range is $65,000-80,000, depending upon qualifications. The RAA offers an exceptional benefits package that includes platinum level medical insurance, dental, vision, and life and disability insurance. Generous paid time off including all federal holidays.