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Meetings and Member Services Administrative Assistant

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American Association of State Highway & Transportation Officials


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Published 20 days ago

February 21, 2020

The American Association of State Highway and Transportation Officials is currently hiring a Meetings and Member Services Administrative Assistant, a part-time position located in our Washington, DC office (17.5 hours per week).

Nature of Position

Under the direction of the Director of Meetings and Member Services, the Meetings and Member Services Administrative Assistant performs a variety of responsibilities for the department. The incumbent serves as a key member of the meetings logistics team performing general administrative tasks that must be responsibly executed (Maximum 17.5 hours/week).

  • Assist meeting planners with the attendee registration process from creation to execution. Duties to include develop and track web-based registration.
  • Coordinate and track all meeting materials ensuring consistency and branding across all materials working with other departments and outside vendors.
  • Build and execute “pre & post-registration” email communication plan for all attendees.
  • Prepare and provide event reports.
  • Prepare and process invoices for meeting-related activities.
  • Prepare / collate meeting badges, tickets and ribbons for assigned meetings.
  • Coordinate all equipment, inventory and shipment for meetings.
  • Update meeting-related web pages as needed.
  • Order, maintain and organize inventory of event supplies.
  • Work with director of meetings and member services to update attendee registration questions.
  • Assist meeting planners as needed with: rooming lists, transfers, keeping event website current and review/proof the program of events when needed.
  • Assist meeting planners in developing post-event survey questions and help to collect registration trends from this data.
  • Coverage for the front desk on assigned day and performing other administrative duties as assigned.

Position Requirements

The successful candidate will have a minimum of three years of meeting and/or event experience. Previous association or non-profit work, and college-level course work in a meetings and hospitality related field is desirable, but not required. Excellent written, oral communications, proofreading and organizational skills are essential in this position. The incumbent must be computer savvy. Proficiency in MS Office (MS Excel and MS PowerPoint), excellent time management skills and the ability to prioritize work is required. Attention to detail and problem solving skills, the capability to multi-task, work under pressure, and meet deadlines is critical. Exceptional customer service skills, both over the phone and in person are required for this role. Knowledge of CVENT is preferred.

To Apply

Applicants should submit a cover letter and resume to recruiter@aashto.org by Friday, February 21, 2020.

AASHTO is an equal opportunity employer.

The American Association of State Highway and Transportation Officials is currently hiring a Meetings and Member Services Administrative Assistant, a part-time position located in our Washington, DC office (17.5 hours per week).

Nature of…

Details at a glance

  • On-site Location
  • Part Time Schedule
  • Entry level

Location

555 12th Street Northwest, Suite 1000, Washington, DC 20004

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