Overview: The primary purpose of this role is to support the management in successful execution of events and conferences as well as provide administrative support to the office.
This position is part-time, based at the Association's Office in Albany, NY. The typical work week is Monday through Friday, 8 a.m. to 12 p.m. or 12 p.m. to 4 p.m. except during our twice-yearly conferences when extra hours may be needed. This job description is only a summary of the typical job functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties.
Support management in ensuring our compliance relating to health and safety, contracts, and any licensing requirements relating to events. This includes timely tracking of event contracts and proposals.
Assists in contract review relating to events.
Oversees hotel registrations for events.
Oversees and tracks event room blocks.
Assists in coordinating banquet event orders.
Provides follow up during events and assists with onsite event operation.
Capture and maintain data including event attendance, venue hire, and associated financial reports including review of final hotel and supplier invoices for accuracy.
Keep accurate and timely inventory of all meeting room supplies (catering & meal supplies, flip charts, post-event cleaning materials, etc.)
Sets up and breaks down in-office meetings/workshops
General administrative duties with light reception and correspondence with members and other business associates.
Perform other duties as required by management
Assist staff in member relations.
Under direction of management conduct member follow up and outreach.
Skills & Qualifications
Well-developed written and verbal communication skills, including telephone manner.
Commitment to excellent customer service
Strong IT skills, able to use Microsoft Office software with confidence, experienced in utilizing Google Apps for Business, and Dropbox.
Experience in Association Management Systems and Website Content Management Systems
Strong organizational skills required, both in the realm of physical and electronic documents
A good eye for detail and excellent presentation skills.
Able to work well under pressure, maintaining a cool, efficient, and professional demeanor
Self-motivated, able to work independently with minimal supervision
Highly diplomatic, able to handle customers in a calm, courteous, and confident manner
Experience in events planning, including development and on-site management, catering, hospitality
Administrative or Office Experience
Minimum Job Requirements
Education/Experience: Associates or Bachelor’s Degree preferred, preferably in communications or hospitality or previous experience working for a nonprofit or member association. Alternately: 3+ years of work experience that can be demonstrated to be applicable to the requirements listed above.
Physical Requirements: Must have ability to safely lift minimum of 50 lbs. without assistance and to pull up to 80 lbs. with appropriate equipment. Must be able to sit for long periods of time and, when necessary, move frequently and quickly around large areas.