Conference Coordinator - Higher Ed. jobs in Gainesville, FL

Reports to:

VP of Conference Management

Job Type:

Regular, part-time, non-exempt, onsite

About Conference Catalysts:

What started 15 years ago as a company with a simple goal to become a respected conference management company has grown and evolved to become something with a much greater reach and impact. At Conference Catalysts we have an exceptional team of professionals who are dedicated to making our clients’ lives easier, optimizing the way our organizations operate and creating life-long relationships through exceptional customer service and innovative software solutions. Come see what it’s like to be a ConfCat!

Summary of Position:

We are seeking an enthusiastic administrative assistant to support our Conference Management business unit. This individual will perform basic administrative tasks including, but not limited to, communications, registration support, conference preparation assistance, facilitating financial transactions, technical conference support, and general office duties. The ideal candidate will possess prior administrative (or similar) experience with a high attention to detail in all matters involving written/verbal communications, time-management, general organization, data management, etc.

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Performance Evaluation:

Formal evaluations will be conducted in 6-month intervals by the VP of Conference Management to assess job performance.

Responsibilities and Duties:

• General Communications Support:
• Drafting and sending templated email communications externally to clients and attendees for a variety of purposes, such as:
• Invitation letters to attendees for visas
• Automated template emails throughout the conference cycle for deadline reminders, submissions, registration, etc.
• Virtual conference reminder messages
• Conference Registration Support:
• Monitoring influx of emails to registration inbox and providing help desk support for registration-related questions from attendees
• Registration checks to ensure all attendees are registered for the conference properly
• IEEE membership verifications (as needed)
• Editing attendee registration types
• Conference Preparation/Post Event Support:
• Packing for conferences
• Printing/stuffing name badges
• Keeping up with conference inventory & with the department head to reorder materials
• Miscellaneous conference unit errands (examples include Trophy Shop, Target Copy, etc.)
• Pulling Cvent reports
• Uploading papers to Accelera database
• Pulling post-event Zoom attendee analytics reports
• Conference Financial Support:
• Collecting payments
• Processing bank transfers
• Processing refunds to attendees
• Basic Technical Conference Support for Virtual/Hybrid Events:
• Facilitating video/audio quality checks ahead of a conference
• Checking AV equipment and ensuring functionality
• Performing minor virtual platform edits to conference websites (as needed)
• Running Zoom sessions (as needed)
• General Office/Clerical Support:
• General shipping tasks with USPS/FedEx
• Managing inventory of office supplies
• Ordering office supplies when inventory is low
• Maintaining organization of storage closets
• Collecting/distributing mail and packages
• Other duties as assigned

Required Experience, Skills, and Education:

• High proficiency with administrative skills
• Excellent written and verbal communication
• Attention to detail and problem-solving skills
• Strong organizational skills
• Excellent time management skills and the ability to prioritize work
• Proficiency with basic computer programs including MS Office and database systems
• Specifically have a high working knowledge of Excel
• Ability to work in a fast-paced environment

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Desired Experience, Skills, and Education:

• Associates degree or equivalent education/experience
• Previous experience as an Administrative Assistant, Virtual Assistant, or Office Admin Assistant

Compensation and Benefits:

• $13-$16/hour (Compensation is evaluated based upon skills, education, and experience.)
• 401(k) Retirement Plan following 90 days (Conference Catalysts, LLC matches dollar for dollar, up to 5% of employee deferrals)
• Flexibility of schedule throughout the week and year, hybrid working environment possible dependent upon duties needed.

Equal Opportunity Employer:

At Conference Catalysts, LLC we are an Equal Opportunity Employer and do not discriminate against any employee or applicant on the basis of race, color, sex, age, national origin, religion, sexual orientation, gender identity, veteran status, disability, or any other federal, state, or local protected class. We recognize that diverse teams make the strongest teams, and are committed to building a team with a variety of backgrounds, perspectives, and skills.

Job Type: Part-time

Pay: $15.00 per hour

Benefits:

• 401(k)

Schedule:

• Monday to Friday

Work Location: In person