Meetings and Events Assistant

Summary of the Position

The Meetings & Events Assistant provides administrative and logistical support for the planning and execution of meetings, conferences, and special events. This position assists with event coordination, registration creation, registration management, speaker support, vendor communication, and onsite operations to ensure successful events and positive attendee experience. The ideal candidate is highly organized, detail-oriented, customer-service oriented, and able to manage multiple projects in a fast-paced environment.

• Support the Sr. Director and Manager of Meetings and Events in the coordination and execution of member, non-member, and other meetings managed through the Meetings Department.
• Create, review, test and update Cvent meeting registration sites.
• Create, review, test and update mobile apps for meetings and events.
• Provide onsite meeting support, including setup and execution of registration desk, coordinating shuttles for off property events and activities.
• Work with hotel reservation staff to manage room blocks for meetings, including making reservations for staff, speakers, and VIPs; monitoring pickup reports through cutoff dates; and assisting with rooming list reviews to ensure accurate reservations.
• Coordinate all meeting-related shipments and maintain shipping documentation within meeting files.
• Assist in coordinating staff, speaker and VIP hotel accommodation and transportation arrangements for all meetings.
• Research and coordinate off-site dinners and activities for various meetings.
• Breakdown hotel bills for review.
• Assist with the creation and placement of meeting signage.
• Support planning and coordination of staff events, including the annual holiday party and PACK EXPO closing party.
• Maintain organized meeting files and records throughout the year, including sleeping room pickup reports and week out reports.
• Provide support for various PACK EXPO projects, both pre-show and onsite, as needed.
• Assist with coordination of smaller meetings, including hotel arrangements, banquet event orders (BEOs), audiovisual requirement, shipment preparation, and off-site dinners in collaboration Sr. Director and/or Manager of Meetings and Events.

• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Attention to detail and ability to manage multiple priorities.
• Experience with event planning or coordination preferred.
• Familiarity with Cvent or other event registration platforms preferred.
• Knowledge of Microsoft Office Suite, including Excel, Word, and PowerPoint.
• Ability to work independently and collaboratively in a team environment.
• Strong customer service and problem-solving skills.
• Ability to travel and work flexible hours, including evenings and weekends, as needed.
• Experience coordinating logistics, transportation, and vendor communications preferred.
• Ability to remain calm and professional in fast-paced event environments.

• 2-year college degree or equivalent (CMP), preferred.
• 1-2 years of professional experience in meetings / events.
• Strong work ethic and collaborative attitude.
• Commitment to quality and detail.
• Self-starter, able to work independently.
• Flexible, a team player who can adapt to changing program needs.
• Able to balance several projects at once and thrive in a fast-paced environment.
• Solid organizational skills.
• Must possess excellent computer skills including advanced knowledge of Microsoft Suite.
• Some knowledge and comfort level with an Association Management System or event registration software. (Cvent preferred).
• Must be available to travel.