Annual Meeting Assistant (Short-term)
About The Position
The Annual Meeting Assistant provides prayerful and metaphysical support for the preparation of the Annual Meeting of The Mother Church. The role assists with planning, preparation, set-up, and break-down, including administrative duties, volunteer and staff coordination, and arranging lodging for employees and attendees. It is a short-term, part-time position lasting approximately five months, from mid-January to early or mid-June. The assistant supports communications and logistics, coordinates hotel and dormitory reservations, maintains lodging registration data, and prepares regular lodging-status reports. During the Annual Meeting weekend, the assistant serves as the main contact for lodging questions, supports hospitality and event operations, and helps with set-up, break-down, and inventory. The position is Boston-based and follows a hybrid schedule in an office environment. It reports to the Annual Meeting Coordinator and works closely with the Annual Meeting core team, the Treasurer’s Office, and employees in TMC and CSPS departments.
Requirements
- Bachelor’s degree or equivalent experience.
- Strong written, verbal, and technical skills.
- Strong event-planning, organizational, and customer-service experience.
- Ability to handle conversations graciously and professionally.
- High understanding of confidentiality.
- Metaphysical maturity.
- Comfort with technology platforms such as Google Docs and Sheets, Microsoft Office, Trello, and Slack, and ability to learn new software tools.
- Membership in The Mother Church is required.
Nice To Haves
- An additional 2–3 years of office experience is preferred.
- Primary Class instruction is preferred.
Responsibilities
- Prepare invitation letters for international visitors.
- Assist with updating and proofreading website copy, the weekend program, and other materials as needed.
- Support volunteer meals throughout the weekend.
- Coordinate hotel and dormitory reservations for Annual Meeting attendees and speakers.
- Manage relationships with the hotel and dormitory and serve as the main contact for administrative and logistical details.
- Respond professionally and promptly to incoming emails and phone calls, obtain answers as needed, and provide travel and accommodation guidance to attendees.
- Manage the lodging email inbox.
- Draft attendee communications concerning lodging and other emails on behalf of the Annual Meeting Coordinator as requested.
- Assist with volunteer outreach and scheduling as needed.
- Organize and purchase supplies for Hospitality, Childcare, the Care team, and ushers.
- Manage lodging spreadsheets, room availability, and related data, keeping information regularly updated.
- Collaborate with the Treasurer’s Office to ensure information shared with hotel and dorm contacts is accurate and current.
- Reconcile final hotel and dormitory invoices with final reports after Annual Meeting.
- Create regular reports on lodging status for the Annual Meeting team.
- Serve as the main contact for lodging questions during the Annual Meeting weekend.
- Be available on-site to support the hospitality desk, event registration, and dormitory lobby.
- Support Annual Meeting set-up and break-down as needed, including signage, seating, and Care Room supplies.
- Track and organize Annual Meeting inventory.
- Assist the Hospitality Team and its activities, including serving as a hospitality host when needed.
- Provide other support as requested.
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What This Job Offers
Job Type
Part-time
