Position Responsibilities

This position will be one of the Event Coordinators for the Association’s events and conferences, which include but are not limited to Conferences, Forums, Regional Networking Activities, Private Dinners, Educational Classes, and Webinars.  This position requires the ability to work independently, in a supporting role, and as part of a team for a financial services trade association. 

Essential Job Functions

Prepare and coordinate logistics for the Association’s events and conferences as well as perform administrative functions including, but not limited to:

• provide general assistance and support at the Association's events
• maintain and adhere to event planning documents and associated deadlines
• assist with pre-event meetings and calls, including scheduling, providing summaries, and performing follow-ups
• develop on-line event registration and monitor registrations for accuracy, completeness, adherence to requirements and capacity limits
• assist with registration needs for VIPs, speakers, and sponsors
• produce name badges, signage and on-site materials
• maintain event inventory
• perform on-site registration and logistics duties to include registration desk support, mic running, set-up/tear down/packing of materials and general event assistance as needed
• create and maintain registrant lists
• assist in the execution of the Association’s private, pre-scheduled, meetings opportunities for specific industry groups, including set-up and maintenance of the proprietary platform and on-site coordination.
• maintain the industry events calendars and the association events checklists
• organize and schedule shipment of materials to/from events
• maintain event-related statistics, as well as registration pacing and housing reports
• assist with the coordination of event sponsors and benefits fulfillment
• perform post-event follow-ups, including survey administration, invoice processing, distribution of conference materials and presentations, processing cancellations and refunds
• respond to general association and event-related inquiries (via phone, email, shared mailbox, etc.)
• ability to represent the Association at events
• regularly engage with Association members
• Serve as back-up to other events team staff and provide support to the COO
• Other projects and responsibilities as assigned

Working Conditions

• Office is located in Class A office building in downtown Washington, DC
• In-office work a minimum of 3 days per week, with tele-work 2 days a week, subject to change.
• A professional, fast paced environment
• 17+ events per year ranging in size from 20 to 500 participants
• Travel is required – all domestic
• Occasional work outside regular business hours leading up to and during events is likely
• Events occur both locally and across the country

Benefits

• Competitive salary plus bonus
• Health Insurance
• Dental Insurance
• Life Insurance
• 401(k)

Education and Experience Requirements

• Bachelor’s Degree required
• Event registration and support or general administrative experience preferred
• Experience working in a professional office environment
• Exceptional customer relations skills
• Proficiency with Microsoft Office software (Word, Excel, Power Point, and Outlook)
• Experience with Aventri or other event registration system preferred
• Experience with Growthzone or other Association Management System preferred
• Ability to organize, prioritize, initiate and coordinate multiple tasks and projects to meet deadlines
• Ability to work as a part of a fast-paced team, as well as work independently
• Strong work ethic
• Excellent oral and written communication skills
• Positive, enthusiastic attitude and customer-oriented demeanor
• Ability to travel and to attend all events is required
• Excellent attention to detail and proofreading skills
• Desire for professional growth, development and a passion for earning success