Events Administrative Assistant

The Choice Inc; Washington (District of Columbia); Remote; USD 34,000 - 49,000; Full time

Job summary

The Choice Inc is seeking an Events Administrative Assistant for a major association of architecture professionals. This seasonal role provides support to the events team leading up to the conference, with a focus on organization, quick learning of new software, and juggling multiple deadlines.

Timeline is approximately five months, start ASAP, location can be fully remote for residents in the DMV area, with full-time hours and compensation at $30 per hour.

Qualifications

• Previous administrative experience; experience supporting events/meetings teams preferred.
• Experience with Bill.com, Cadmium, Point, Swapcard, Smartsheet is a plus.
• Strong experience using Microsoft 365 for inbox management, tracking, and team communication.

Responsibilities

• Set up vendors in Bill.com and manage vendor invoices.
• Monitor event inboxes and route inquiries using templates.
• Provide basic app support for the conference event app.
• Research quotes for venues, restaurants, and transportation.
• Source entertainment vendors (DJs, 360 photo booths).
• Summarize options/quotes for staff decisions.
• Manage staff housing requests and hotel contracts.
• Track hotel invoices and reconcile room charges.
• Enter and update event data in Cadmium, Point, Swapcard.
• Check data accuracy across systems before deadlines.
• Provide general admin support during conference season.

Skills

Administrative experience

Inbox management

Team coordination

Tools

Bill.com

Cadmium

Point

Swapcard

Smartsheet

Microsoft 365

Job description

The Choice is seeking an immediate Events Administrative Assistant for our client, a major association for professionals in architecture.

This role will provide seasonal support to the organization’s events team leading up to their conference. The ideal candidate is highly organized, quick to learn new software, and comfortable working across several deadlines at once.

• Timeline: Approximately 5 months
• Start date: ASAP
• Location: Work can be performed fully remote, however candidates must reside in the DMV area. Full-time hours.
• Compensation: $30 an hour

Job Duties:

• Set up new vendors in Bill.com and collect required vendor documentation. Process, code, and route vendor invoices for approval, and track them through payment. Support post-conference invoice reconciliation.
• Monitor and manage the shared Events, Education, Volunteers, and Registration inboxes. Respond to routine inquiries using approved templates, and route complex or sensitive questions to the right staff member. Keep inboxes organized so that no request goes unanswered.
• Provide basic support and troubleshooting for the conference event app for attendees and staff. Escalate technical issues to the app vendor or Events staff as needed.
• Research and request quotes for restaurants, event venues, and ground transportation, including quotes from RMA.
• Source entertainment and experience vendors, such as DJs and 360 photo booths.
• Summarize options and quotes in a clear format for staff decision-making.
• Collect and track staff housing requests, changes, and cancellations. Send housing updates to MCI and confirm that changes are reflected in the housing system. Update the hotel contract tracking sheet, including room blocks, pickup, and key contract dates.
• Track hotel invoices and support reconciliation of room charges against contracts and the final rooming list. Flag discrepancies, attrition risks, or approaching deadlines to Events staff.
• Enter and update event data accurately in Cadmium, Point, Swapcard.
• Check data for accuracy and consistency across systems before deadlines.
• Provide other administrative support to the Events team as needed during the conference season.

Qualifications:

• Previous administrative experience, preferably support events and meetings teams preferred
• Any previous experience using Bill.com, Cadmium, Point, Swapcard, Smartsheet a plus
• Strong experience using Microsoft 365 for inbox management, tracking, and team communication