Program and Event Associate - NYC or Rutherford, NJ

Job Type

Full Time


Details: DOE - Please List Desired Range, please do not put salary history




555 8th Avenue, Suite 1902
New York
New York
United States


Program and Event Associate

Seventeen-person Association & Non-Profit Management Firm is seeking a motivated and energetic person to work with professional/trade associations. This individual must have demonstrated ability to work in a team oriented, fast paced, customer service focused environment. We are looking for a friendly, outgoing, self-starter, who can learn projects quickly, then manage them independently, and believes no tasks are too big or too small. 

This position will include both event planning and general support of our association clients.

This position is open to work from our New York City office in Midtown West or in our downtown Rutherford, NJ office.

Meeting Specific Duties:

·        Planning of All Conferences and Continuing Education Lecture Series

·        Development of Conference Budgets and Variance Reports

·        Responsible for Obtaining and Negotiating Facility Contracts for Events, Conferences and Seminars from Hotels and Other Establishments

·        Coordination of Registration (on-line and traditional)

·        Coordination of Attendee, Exhibitor, Sponsor Database

·        Coordination of Invoicing and Payment Collections and Deadlines

·        Composition and Distribution of Correspondence to Speakers, Sponsors and Exhibitors

·        Development of Marketing Materials, Registration Brochures and Program Books for Attendees, Exhibitors and Sponsors

·        Coordination of Abstracts and Speaker Bios

·        Travel Arrangements and Hotel Accommodations for Speakers and Staff

·        Ordering, Inventory and Disbursement of Office Supplies for Conferences

·        Preparation of Conference Materials for Attendees and Speakers

·        Ordering and Set-up of AV Equipment for all Conferences

·        Distribution and Collection of Speakers Forms

·        Site Visits and Selections for Future Conferences

·        On Site Management of All Conferences, Seminars and Forums

·        Finalizing event

General Duties

  • Act as initial point of contact for members, potential event attendees, event speakers and event supporters -- either in person, on the telephone or by email; answer questions, provide materials or refer inquiries
  • Take and transcribe minutes at Board Meetings and other meetings as needed
  • Maintain, update and distribute Association calendar; send reminders for meetings and teleconferences as needed
  • Assist with membership needs and processes
  • Perform general administrative tasks, including but not limited to: creation and maintenance of Association listserves, contact lists, databases, email newsletters and calendar; updating Association website; mailings, label making, copying and collating.

·        Other responsibilities as assigned by the Executive Director

·        Create emails within Constant Contact or similar programs

Position Requirements:

  • Bachelor’s degree or equivalent 
  • 2-4 years event planning experience
  • Proficiency in Microsoft Word, PowerPoint and Excel including Excel formulas and mail merges; adept at learning new technology tools
  • Internet literate
  • Excellent writing skills and the ability to create professional business documents
  • Strong interpersonal and communication skills with the ability to quickly develop productive relationships with clients, speakers, attendees, vendors and staff
  • Demonstrated organizational skills with strong attention to detail and the ability to multi-task
  • Possesses a service mindset and works with the client needs in mind
  • Able to stay calm, composed and professional, even under pressure
  • Must be able to strike balance between customer satisfaction and effective business management
  • Able to deal with tight timetables, last minute changes and solving problems as they arise
  • Regular office hours and must be able to work evenings/weekend as necessary leading up to and onsite at events. Approximately 15 to 20 days of travel per year.



Health & Dental

20 Days PTO

Casual Dress Environment

Retirement Matching After One Year

Professional Level

None specified

Minimum Education Required

4-year degree

How To Apply

Resumes without cover letters will not be considered. Please apply at and indicate whether you are interested in working in the Rutherford, NJ or NYC Office

Jaffe Management, Inc. is an equal opportunity employer. We recruit, hire, train, and promote without discrimination due to age, race, color, religion, sex, sexual orientation, national origin, citizenship, disability, military leave or veteran status,