Administrative Associate; Project Planning

Administrative Associate (Project Planning)

Location:

Northbrook, IL (Northern suburbs). This part‑time role (35 hours per week) supports the planning, coordination, and execution of 20 annual conferences, ensuring seamless operations and an exceptional experience for attendees and sponsors.

$60,000 – $65,000 per year

• Assist in the planning and coordination of conferences from inception to completion.
• Manage conference schedules, including speaker bookings, venue arrangements, and logistical coordination.
• Communicate with sponsors and venue to ensure timely delivery of event requirements.
• Maintain and update event-related documentation, such as attendee lists, registration data, and budget tracking.
• Ensure compliance with event policies and timelines.
• Provide on‑site support during conferences to handle any immediate logistical needs and ensure smooth operations.
• Provide administrative support to the company president.
• Create and update conference webpages.
• Update and maintain conference pages on the company website via Word Press (adding/editing session information, linking pages, adding media/logos, etc.).
• Update and maintain forms in Wufoo.
• Communicate on the day of conferences with sponsors and attendees.

• Proven experience in project management, conference coordination, and related administrative roles.
• Strong organizational and time‑management skills with the ability to handle multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• Ability to work well under pressure and in a fast‑paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Word Press, Adobe, and Wufoo.
• Ability to work independently in a small office environment.
• Some travel required for on‑site pre‑conference setup (≈2 hours the day before) and on‑site conference management (≈7 am – 5:30 pm).
• Professional presentation and demeanor.
• Bachelor's degree or equivalent experience.

Mid‑Senior level

Part‑time

Administrative and Management, Industries: IT Services, IT Consulting, and Events Services

If you are passionate about administration, project management, and conference planning and thrive in a fast‑paced environment, we would love to hear from you!