Meeting & Events Assistant

VETERANS OF FOREIGN WARS OF THE UNITED STATES • Kansas City, MO

1d • $51,165 - $74,189 • Onsite

About The Position

The Meeting & Events Assistant provides comprehensive administrative and logistical support for the planning, coordination, and execution of meetings, conferences, and events. This role ensures efficient day-to-day operations within the department by supporting scheduling, communications, vendor coordination, and event logistics. The position serves as a key operational partner to the Director and meeting planning team and acts as a primary point of contact in the Director’s absence.

Requirements

• Knowledge of event planning processes, administrative procedures, and office operations.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Ability to work independently and exercise sound judgment in the absence of direct supervision.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and related software systems.
• Strong attention to detail and accuracy in document and data management.
• Ability to build and maintain effective working relationships with internal and external stakeholders.
• Problem-solving skills and the ability to adapt in a fast-paced, deadline-driven environment.
• Customer-service oriented mindset with a professional and proactive approach

Responsibilities

• Assist in planning and executing meetings, conferences, and events, including scheduling, venue coordination, catering, transportation, and accommodations.
• Prepare meeting materials such as agendas, specifications, rooming lists, and event documentation.
• Manage calendars, schedule appointments, and track deadlines to ensure timely completion of event milestones.
• Serve as a point of contact for internal staff, vendors, exhibitors, and clients; respond to inquiries and coordinate communications.
• Maintain organized records, including contracts, invoices, meeting minutes, and vendor files.
• Coordinate travel arrangements and distribute itineraries for staff and attendees.
• Provide operational support during the Director’s absence, including prioritizing tasks and addressing issues.
• Coordinate National Convention Committee logistics, including scheduling, communications, materials, and reimbursements.
• Support Time and Place Committee logistics, including scheduling and preparation of collateral materials.
• Assist with exhibitor management, including communications, registrations, deliverables, and payment tracking.
• Coordinate vendor relationships, including sourcing, logistics, and service delivery.
• Support post-event activities, including feedback collection, expense reconciliation, and invoice processing.
• Assist with general administrative duties such as filing, supply management, and special projects.
• Coordinate with internal departments (e.g., MarCom, General Services) for event materials and shipping logistics

Benefits

• The VFW National headquarters offers a competitive salary commensurate with experience, along with a comprehensive benefits package, including health insurance, retirement plans, and paid time off.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees