Temporary Administrative Assistant to VIP Conference Guests

Hawthorne Lane; Washington (District of Columbia); On-site; USD 25,000 - 30,000; Part time

Job summary

Hawthorne Lane in Washington, DC is seeking a poised Administrative Assistant for a temporary onsite role supporting a high-profile conference. You will be the main contact for attendees, addressing inquiries by phone and email with courtesy and clear communication.

Ideal candidates communicate confidently with distinguished guests, exercise good judgment, and work well with colleagues to ensure a seamless guest experience from check-in to post-event follow-up.

Qualifications

• Proven ability to communicate with senior leaders and distinguished guests.
• Demonstrates tact and discretion in handling requests.
• Maintains composure in dynamic, high-pressure environments.

Responsibilities

• Serve as a welcoming and knowledgeable representative of the association, responding to conference-related questions and requests by phone and email with tact, clarity, and courtesy.
• Communicate with high-profile attendees and guests, providing timely assistance and directing inquiries to the appropriate staff when needed.
• Maintain and update attendee lists, helping ensure guest information is accurate and accessible.
• Gather, assemble, and organize conference materials, meeting documents, and other event-related resources.
• Prepare and print name badges, place cards, and other materials for conference guests.
• Provide logistical meeting support, helping the team stay prepared as event needs evolve.
• Collaborate closely with colleagues to deliver a seamless, welcoming experience for attendees.

Skills

Executive Presence

Diplomacy

Composure

Clear Communicator

Team player

Initiative

Job description

This prestigious Washington, DC-based association is seeking a poised, personable temporary Administrative Assistant to help prepare for an important conference welcoming high-profile guests. Serving as a key point of contact for attendees, you will address inquiries, provide helpful information, and ensure guests feel well-supported. This opportunity is ideal for an administrative professional who communicates with confidence, exercises sound judgment, and understands the importance of making a positive impression when representing an organization to distinguished audiences. If you enjoy fast-paced, guest-facing work and are available for a temporary assignment, we encourage you to apply!

Key Responsibilities:

• Serve as a welcoming and knowledgeable representative of the association, responding to conference-related questions and requests by phone and email with tact, clarity, and courtesy.
• Communicate with high-profile attendees and guests, providing timely assistance and directing inquiries to the appropriate staff when needed.
• Maintain and update attendee lists, helping ensure guest information is accurate and accessible.
• Gather, assemble, and organize conference materials, meeting documents, and other event-related resources,
• Prepare and print name badges, place cards, and other materials for conference guests.
• Provide logistical meeting support, helping the team stay prepared as event needs evolve.
• Collaborate closely with colleagues to deliver a seamless, welcoming experience for attendees.

Why You’ll Love Working Here:

• Play a meaningful role in supporting a high-profile conference with an international audience.
• Gain behind-the-scenes insight into a fast-paced association.
• Must be willing to complete weekly PCR testing.
• This is a temporary onsite role seeking a commitment for November through mid-December.

What We’re Looking For:

• Executive Presence. You communicate comfortably with senior leaders, prominent guests, and distinguished visitors, striking the right balance of confidence, warmth, and humility.
• Diplomacy. You respond thoughtfully to questions and requests, exercise discretion, and know how to navigate sensitive or unfamiliar situations with tact.
• Composure. You remain gracious and focused when priorities shift, inquiries increase, or event details change at the last minute.
• Clear Communicator. You express yourself exceptionally well in writing and conversation, providing accurate information in a courteous, approachable manner.
• Team player. You work seamlessly with colleagues, recognize when to elevate a question, and contribute wherever support is needed.
• Initiative. You take ownership of assigned tasks, anticipate logistical needs, and keep details moving forward with minimal direction.

The hourly listed reflects the anticipated compensation range for this position. Actual compensation will be determined based on relevant experience, qualifications, location, business considerations, and internal equity. Final offer amounts are determined at the employer’s discretion.

Essential to Hawthorne Lane's success is our ability to attract talent from a range of backgrounds. Our network reflects the diverse community around us, and we believe in a workplace where everyone feels valued and empowered to succeed. Applicants will not be discriminated against on the basis of race, color, creed, religion, sex, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.