Association Program Manager/Meeting Coordinator Part Time
Tallahassee, Franklin County, Florida, 32318, USA
Listed on 2026-01-30
-
Administrative/Clerical
Office Administrator/ Coordinator, Virtual Assistant/ Remote Admin, Admin Assistant, Executive Admin/ Personal Assistant
Location: Tallahassee
(This is a part time position working approximately 20 hours per week depending on client deadlines and schedule. ) Hybrid/remote work an option based on candidate experience.
Primary Responsibilities:
Serves as support to designated Chief Staff Executive in the coordination of meetings/conferences and general association management for designated PIAM clients.
Travel expectation:
Up to 10 days annually
Requirements: 3 to 5 years professional experience in event planning and general administration.
Essential job functions:
Employee must be able to sit for extended periods of time during the course of an eight-hour workday while communicating by voice and electronically.
Employee must be able to walk substantial distances to and between meetings and otherwise while carrying needed items or meeting supplies or other materials.
Employee must be able to travel by air and automobile to client meeting venues or otherwise in the execution of job responsibilities.
Employee must be able to learn and adhere to all company policies, procedures and rules.
Smaller Meeting Planning Duties and Responsibilities Primary Meeting Planner Small Meetings in person and virtual for Designated Association Client- Proofs designated client meeting registrations for quality control after they have been input into the client databases by the Member Services Department.
- Oversees or assists with hotel or event location contract negotiation and execution.
- Ensures that the Member Services Department has the current Meetings Dept. calendar of events, all current registration brochures, data entry instructions and confirmation instructions.
- Ensures that all registrants have name badges for designated meetings/conferences. This includes setting up the name badge templates, running the badges and proofing.
- Assist in marketing efforts for all client meetings (preparing and/or proofing of email blasts, marketing brochures, registration brochures, onsite programs in coordination with graphic design team).
- Prepares registration packets for designated meetings. This includes preparing the packet label template, running packet labels, proofing all handouts, ensuring all handout copies are made, and preparing detailed instructions for the Member Services Team on compiling the packets.
- Responsible for speaker correspondence for designated meetings. This includes ensuring that all relevant speaker information is obtained (including speaker contract, speaker bio,
(If this job is in fact in your jurisdiction, then you may be using a Proxy or VPN to access this site, and to progress further, you should change your connectivity to another mobile device or PC).