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About the Role

Provides administrative, logistical, and on-site support for conferences and travel-related activities, ensuring timely coordination, accurate documentation, and a high level of service. Supports day-to-day operations of the Conference & Travel Planning department with minimal supervision.

Responsibilities

• Provides phone and in-person coverage for the department, as needed.
• Administers special projects as assigned.
• Conducts research and travel plans, 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.
• Provides occasional on-site support for events.

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.

Skills

• Email
• Internet
• Word processing
• Databases
• Spreadsheets
• Excel
• Access
• Communication skills
• Detail-oriented
• Organizational skills

Location

• New York City

Work Type

• Part-time
• In-office
• Variable hours

Experience Level

• Minimal supervision

Salary/Compensations

• $23 - $27/hour