Convention Planning Assistant

JOB DESCRIPTION

Title: Convention Planning Assistant Date: 10/09/2024

Full-Time or Part-time: Full-time Department: Marketing/Fundraising

Reports To: Director of National Events and Membership Employment Category: Nonexempt

Job Summary:

Provides administrative support to the Director of National Events. Assists with all aspects of planning and executing the National Convention to ensure a successful event for the organization and attendees. Includes developing, planning, budgeting, food and beverage selections, logistics, on-site execution and post-convention analysis. 

Supervisory Responsibilities:

None

Duties and Responsibilities:

• Support the Director of National Events on all aspects of Convention planning and other administrative duties
• Work with staff to develop Convention agenda 
• Work with Graphics team to develop signage, programs and other graphics for events
• Work with staff to define needs for convention seminars, meetings, food and beverage 
• Create comprehensive event schedule, including space grid, room set up, meal details and AV needs
• Manage AV needs with Production Vendor
• Provide detailed Event Orders and Banquet Event Orders to venue according to deadlines
• Maintain and manage supplies needed for convention 
• Develop and manage seating for reserved seating 
• Review extensive final venue billing for accuracy and provide expense breakdown for payment
• Review and process related invoices for payment
• Assist with budgeting and forecasting 
• Provides summaries and updates for staff, management and Board of Directors 
• Attend annual NWTF Convention, pre-planning meetings, regional meetings and training opportunities as necessary
• Perform all other duties as assigned

Required Skills/Abilities:

• Exceptional interpersonal and customer service skills
• Exceptional communication skills, including written, verbal, and listening skills 
• Proven ability to schedule and prioritize multiple projects and meet deadlines
• Ability to work cooperatively with multiple departments
• Excellent organizational skills and attention to detail
• Ability to prioritize tasks and delegate when appropriate
• Critical thinker 
• Strong analytical and problem-solving skills
• Ability to work independently, remotely, and in teams, and meet critical deadlines
• Ability to function in a high-paced and at times, stressful environment
• Proficiency with all Microsoft Office applications and programs
• Flexibility and diplomacy in dealing with changing priorities and demanding workload
• Some overnight travel required, including our annual National Convention

Education and Experience:

• Bachelor’s degree in Hospitality/Event Management required
• Proven track-record of successful event management
• Experience with budgeting and forecasting

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• On-site Convention requires a very fast pace and long periods of being on your feet 
• Must be able to lift up to 15 pounds at times. 

Remote or Telecomm Status (select one):

• Position can work remotely; subject to in-office work as required

 Education and Experience:

• Bachelor’s degree in Hospitality/Event Management required
• Proven track-record of successful event management
• Experience with budgeting and forecasting

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• On-site Convention requires a very fast pace and long periods of being on your feet 
• Must be able to lift up to 15 pounds at times. 

Remote or Telecomm Status (select one):

• Position can work remotely; subject to in-office work as required

 We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.