Conference & Events Assistant - Monday to Friday, No Weekends!

Guest Services, Inc.•Washington, DC

3d•$23 - $23

About The Position

The Conference and Events Assistant provides essential administrative and logistical support to the conference and events team. This role plays a key part in ensuring the department runs smoothly by supporting with vendor communication, billing, event calendar management, maintaining budgets, support with setting up and breaking down events, preparing invitations and more. The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced, deadline-driven environment with a strong interest in events.

Requirements

2+ years administrative or assistant experience preferably in corporate events, marketing, hospitality, or administrative/secretarial support
Strong organizational and time management skills with keen attention to detail and accuracy
Ability to manage multiple projects and shift priorities
Excellent written and verbal communication skills
Ability to maintain confidential information with professionalism and discretion
Proficiency in Microsoft Office
Ability to work independently and as part of a collaborative team
Financial experience including invoice processing and budget tracking

Nice To Haves

Ability to remain calm under pressure and adapt in a fast-paced, evolving environment with solutions-oriented mindset
Professional demeanor with strong customer service skills
Passion for or strong interest in events and/or hospitality
Familiarity with event management platforms, registration/invitation systems or CRM tools a plus

Responsibilities

Provide administrative support to event team and event leadership across the stages of event planning, execution, and post-event reconciliation
Utilize the event database to coordinate event calendars and schedule site visits
Maintain department spreadsheets and trackers
Assist with event guest lists and scheduling supporting staff
Prepare and maintain event files, contracts, invoices and vendor documentation
Support with vendor communications to include invoice processing and payment log maintenance
Assist with budget tracking, expense reporting, and credit card reconciliation
Create event invitations and track RSVPs
Assist with print shop requests
Handle general administrative duties such as data entry, filing and correspondence