Conference & Association Assistant

3 days ago

Esquimalt, Canada Podium Conference & Association Specialists Full time

**We're hiring**

Are you looking for a role within a fast paced, exciting company who are leaders in the **Conference & Association Management** industry?

**Podium Conference and Association Specialists** is currently adding team members with conference & event planning experience to fill our **Conference and Association Assistant**role.

This position is based out of our head office located in beautiful **Victoria, British Columbia**

Reporting to the Senior Conference & Association Manager, the Conference and Association Assistant’s primary role is to work alongside and support our conference planning team. The Conference and Association Assistant uses their excellent communication skills, strong problem-solving abilities, and attention to detail to ensure the delivery of effective and successful conferences for our clients.

The **Conference and Association Assistant’s** main responsibilities are:

- Work with and assist the conference planning team for various events, conferences and association functions
- Process and track payments and arrange for payment of event expenses
- Provide on-site conference assistance (i.e. registration, sponsor/exhibitor communication, site management, etc.) as required
- Create and print name badges, signs, and other conference related materials
- Act as main point of contact for conference delegate queries
- Test, maintain and monitor all online forms
- Schedule and prepare for client Board/Committee meetings, create Board packages and other related Board administrative tasks
- Assist in the preparation of marketing materials
- Research and identify potential suppliers
- Assist with planning of conference social events
- Support conference volunteer recruitment
- Coordinate shipping of conference materials to conference destinations
- Assist with other post-conference activities and reporting
- Assist with the site selection process, including drafting and sending RFPs, and gathering responses
- Support the Finance Manager with financial data for tax reporting
- Provide the CEO and Conference & Association Managers with additional administrative support as necessary
- Completion of other duties as assigned

**QUALIFICATIONS**:
**Education and Experience**
- High School education required
- Post-secondary education in business admin, event management, or marketing and communications an asset
- Experience working within a marketing, events, sales, or PR environment (including any work experience)
- Conference and event or hospitality experience an asset

**Knowledge and Skills**
- Proficiency in Microsoft Office Suite - confident working with Excel
- Personable, with excellent verbal and written communication skills
- Strong organizational skills and attention to detail
- Self-starter able to assess priorities, multi-task, and work under pressure
- Proficiency in website maintenance (WordPress), Social Media, and communications planning an asset

**Job Types**: Full-time, Permanent

Pay: $48,000.00-$55,000.00 per year

**Benefits**:

- Casual dress
- Dental care
- Extended health care
- Paid time off

Ability to commute/relocate:

- Esquimalt, BC V9A 5T6: reliably commute or plan to relocate before starting work (required)

Work Location: Hybrid remote in Esquimalt, BC V9A 5T6

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