Event Assistant

RPStaffing is conducting an immediate search for the Meetings and Events Assistant with a national trade association based in Bethesda, MD. This position is fully remote but requires occasional onsite office and event days.

Job Title
:
Meetings and Events Assistant

Status
:
Temp-to-Hire

Schedule
:
Full Time, M-F

Hourly Compensation
: $20.00 per hour

Remote Status
:
This position is fully remote but requires occasional onsite office and event days; occasional travel required (less than 5%)

*** Candidates must currently be living in the Washington, DC area***

The Meetings & Events Assistant plays a key role in managing the logistical and operational aspects of various conferences, meetings, and events. This position is responsible for coordinating registration processes, maintaining event-related content on websites, and providing exceptional customer service to attendees and stakeholders. The Coordinator serves as the primary point of contact for meeting and event inquiries and is responsible for maintaining products in the Learning Management System (LMS) and Store.

Additionally, the Coordinator assists in the preparation and execution of both virtual and in-person events, ensuring smooth operations and a positive experience for all participants.

• Coordinate all registration-related functions for in-person and virtual conferences, including Annual Conference & Expo, Education Summit, live webinars, and Specialty Conferences.
• Serve as the primary point of contact for customer service inquiries related to meetings and events, providing timely and accurate responses through various communication channels, including phone and email.
• Maintain and update event-related content on websites, ensuring that all information is current and easily accessible to members and participants.
• Develop and maintain expertise in Learning Management System (LMS) and Association Management System (AMS) to manage products and support event registration.
• Assist in the preparation and distribution of materials for conferences, including signage, PowerPoint templates, and other collateral, coordinating with Creative Services as needed.
• Coordinate logistics for webinars, including speaker training, hosting, and recording, while staying up to date on the latest platform updates and features.
• Compile and analyze data from post-event evaluations to support continuous improvement of events and conferences.
• Oversee the inventory and ordering of event supplies, such as staff badges, ribbons, and other materials, ensuring that all resources are available and in good condition.
• Collaborate with internal teams to ensure that all conference-related materials, such as registration, housing, and travel information, are posted to website in a timely manner.
• Set up and manage on-demand products in the Store and LMS, coordinating with Creative Services for product cover creation and removal as directed.
• Create and distribute surveys using Formstack and manage the collection and analysis of responses.
• Work with the IT Department to create or update conference certificates and generate individual hyperlinks for in-person conference attendees.
• Develop proficiency in using event-related software, such as Sitecore and Nucleus, to support various conference functions.
• Rotate attendance at Specialty Conferences, Education Summit, and other events as needed to provide on-site support.
• Handle the shipping of materials for specialty conferences and the Education Summit.
• Set up and send conference-related emails using the Higher Logic platform, ensuring clear communication with attendees and stakeholders.
• Demonstrate accountability for assigned duties and responsibilities, ensuring all tasks are completed with excellence and integrity.
• Embrace culture values, fostering an equitable and inclusive workplace in all interactions with peers, managers, volunteers, members, and other stakeholders.
• Perform other duties as assigned to support the successful execution of conferences and events.

• Bachelor’s degree in a related field or equivalent work experience will be considered.
• 2 or more years of experience in event…