Conference Assistant

Location
Delray Beach
Posted
Aug 13, 2013
Closes
Sep 12, 2013
Contact
Ms. Paige Price
Category
Other
Duration
Full Time
PRIMARY RESPONSIBILITIES
The Conference Assistant’s primary role is to support the Sovereign Society in all preparation, execution and follow-through tasks that are part of our conference services division. The person in this role may also help establish new guidelines and procedures which are needed for various types of conferences. The Conference Assistant will report to the Executive Assistant. The position will require varying degrees of focus, depending on the time of year and conference schedules.

Conference Support (75%-100%)
• Provide program support for up to 4 large-scale conferences in the US, 1 overseas tour and conference and up to 3 mini-conferences held each year.
• Develop, maintain and update a timeline for all conferences.
• Create an email gauntlet for each conference.
• Prepare meeting agendas for weekly conference coordination calls.
• Liaise with all speakers and sponsors, gathering information needed for marketing and promotion.
• Coordinate staff travel to and from each event.
• Complete the invoicing process and track all conference expenses.
• Overnight travel may be required.

Administration (0-25%)
• Accounting-process invoices and expense reports
• Human Resources, IT, Building Services-perform limited functions for the head office, serving as a local contact for these three departments.
• Assist the Executive Assistant with all office management and administrative tasks.

QUALIFICATIONS
• 4 year degree preferred.
• 1-2 years solid experience in a similar role strongly desired.
• Adept at arranging flawless international and domestic travel arrangements
• Ability to understand hotel contracts match them with current meeting planning needs.
• Demonstrated exceptional research and strong oral communication skills.
• Strong experience Microsoft Office applications (Word, Excel, PowerPoint, etc.).
• U.S. citizenship or legal right to work in the U.S.

CHARACTERISTICS
• Question askers are welcome here! We want you to let your experience in this field speak for itself.
• Self-starter who can anticipate what needs to be done next before anyone else does.
• Strong loyalty to task, holding oneself accountable for each assignment.
• Ability to prioritize tasks and complete work in a timely manner.
• Practice professionalism in the office and whenever representing the company.
• A sparkling personality and great sense of humor.
• Excellent command of the English language with a flair for writing.
• Team-player and quick learner who focuses on high productivity and results.


To apply, please submit your cover letter and resume to the link provided.

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