Events Associate

Reports to the Manager, Conferences, Workshops, and Events

The Education Associate is responsible for supporting the planning, coordination, and execution of AATCC conferences, workshops, webinars, committee meetings, and other educational programs.

• Coordinate event logistics, including registration, audiovisual requirements, food and beverage, meeting space, signage, printed materials, and event supplies.
• Maintain project timelines, planning documents, registration materials, and event checklists.
• Coordinate with venues, vendors, exhibitors, sponsors, and service providers to support successful event execution.
• Provide onsite support, including registration, attendee assistance, speaker support, troubleshooting, and event setup and breakdown.
• Travel to conferences, workshops, and educational events as required.
• Other duties as assigned.

The Education Associate is responsible for supporting educational programming and speaker coordination.

• Coordinate communications with speakers, moderators, presenters, and session organizers.
• Collect biographies, headshots, presentations, and other required speaker materials.
• Assist with abstract submissions, session scheduling, and program development.
• Prepare presentation schedules, speaker instructions, and onsite materials.
• Support volunteer committees involved in educational programming.
• Coordinate webinar logistics and virtual meeting support.
• Maintain educational resources and program documentation.
• Other duties as assigned.

The Education Associate is responsible for registration, communications, and customer service.

• Serve as a primary point of contact for attendees, speakers, exhibitors, sponsors, volunteers, and members.
• Process registrations and maintain accurate participant records.
• Respond promptly to inquiries regarding educational programs and event logistics.
• Draft and edit promotional emails, website updates, newsletters, social media content, and attendee communications.
• Collaborate with the Marketing team to ensure consistent branding and messaging.
• Prepare registration reports, attendee communications, surveys, and post‑event evaluations.
• Other duties as assigned.

The Education Associate is responsible for administrative support and continuous improvement activities.

• Maintain event files, contracts, planning documents, standard operating procedures, and departmental records.
• Assist with invoice processing, expense tracking, and budget administration.
• Support sponsor and exhibitor coordination.
• Track event metrics and assist with post‑event reporting.
• Participate in departmental projects, process improvements, and team initiatives.
• Contribute to a positive and collaborative work environment.
• Other duties as assigned.

The Education Associate is responsible for training and assisting others in the duties listed above as needed.

• Participate in department and cross‑functional work groups.
• Share knowledge and assist coworkers with established procedures and systems.
• Support departmental initiatives as assigned.
• Other duties as required.

The Education Associate may be responsible for additional project or activity assignments designated by the Manager.

• Webinar administration
• Abstract management
• Speaker management
• Registration administration
• Learning management systems
• Member Max event administration
• Event operations documentation

• Planning and coordinating assigned projects.
• Maintaining project documentation and standard operating procedures.
• Working with the Manager to improve processes and workflows.
• Coordinating with Marketing and other departments to support assigned initiatives.

This position requires exceptional organizational, communication, and customer service skills. The successful candidate must be able to manage multiple priorities simultaneously while maintaining accuracy and professionalism in a fast‑paced environment. Strong attention to detail, initiative, problem‑solving ability, and a collaborative approach are essential. Proficiency with Microsoft Office (Word, Excel, Outlook, and PowerPoint) is required. Experience with Member Max, , Webex, Word Press, Mailchimp, Loomly, Cvent, or…