Tallahassee
Hybrid / Remote
Rockville, MD
Washington, DC
Rockville, Maryland
Posted: 27-Jan-26
Location: Tallahassee
Type: Part Time
Categories:
Salary Details:
Additional Information:
(This is a part time position working approximately 20 hours per week depending on client deadlines and schedule.) Hybrid/remote work an option based on candidate experience.
Primary Responsibilities: Serves as support to designated Chief Staff Executive in the coordination of meetings/conferences and general association management for designated PIAM clients.
Travel expectation: Up to 10 days annually
Requirements: 3 to 5 years professional experience in event planning and general administration.
Essential job functions:
Employee must be able to sit for extended periods of time during the course of an eight-hour workday while communicating by voice and electronically.
Employee must be able to walk substantial distances to and between meetings and otherwise while carrying needed items or meeting supplies or other materials.
Employee must be able to travel by air and automobile to client meeting venues or otherwise in the execution of job responsibilities.
Employee must be able to learn and adhere to all company policies, procedures and rules.
Smaller Meeting Planning Duties and Responsibilities
Primary Meeting Planner Small Meetings in person and virtual for Designated Association Client
- Proofs designated client meeting registrations for quality control after they have been input into the client databases by the Member Services Department.
- Oversees or assists with hotel or event location contract negotiation and execution.
- Ensures that the Member Services Department has the current Meetings Dept. calendar of events, all current registration brochures, data entry instructions and confirmation instructions.
- Ensures that all registrants have name badges for designated meetings/conferences. This includes setting up the name badge templates, running the badges and proofing.
- Assist in marketing efforts for all client meetings (preparing and/or proofing of email blasts, marketing brochures, registration brochures, onsite programs in coordination with graphic design team).
- Prepares registration packets for designated meetings. This includes preparing the packet label template, running packet labels, proofing all handouts, ensuring all handout copies are made, and preparing detailed instructions for the Member Services Team on compiling the packets.
- Responsible for speaker correspondence for designated meetings. This includes ensuring that all relevant speaker information is obtained (including speaker contract, speaker bio, speaker headshot, AV needs, travel needs, etc.) and that all relevant speaker information is distributed.
- Responsible for sponsor correspondence. This includes ensuring that all relevant sponsor information is obtained; sponsorships sold and contracted and that all relevant information is distributed to the sponsors and assistance in sponsor marketing.
- Assist in exhibitor correspondence. This includes ensuring that all relevant exhibitor information is obtained, that all relevant information is distributed to the exhibitor and assistance in exhibitor marketing.
- Assist in preparation list of signs/banners needed for meetings/conference, working with designer to design and proof appropriate signs/banners, and ordering signs/banners.
- Responsible for preparing designated attendee online surveys and summary calculations as needed;
- Maintain Meetings Dept supply cabinet for assigned client meetings. This includes keeping relevant supplies stocked for designated client meetings, keeping the supply cabinet neat and organized, and ordering necessary supplies.
- Assist in answering questions relating to registrations, hotel information, function information, program information, travel arrangements, date & times and payment of all meetings handled by the department.
- Performs general administrative/office duties as required.
Association Management Duties and Responsibilities
- Serve as a project manager to ensure specific association strategic planning objectives are implemented as intended.
- Participate as part of the onsite staff team at the association annual conference fulfilling duties as assigned.
- Serves as a key contact to volunteer leadership and committees of designated association as needed.
- Work with Member Services Department and/or outside vendors on database management
- Ability to enter and retrieve data from various database platforms.
- Oversight of member recruitment/retention activities.
- Responds to inquiries and resolves issues on behalf of designated association.
- Assist with recording and distribution of minutes of teleconference board meetings.
- Develop board materials for distribution at board meetings as needed.
- Serve as a resource to ensure up to date content on designated association websites.
- Develop legislative updates and action alerts, and other applicable communication tools for distribution to the general membership during legislative session.
- Field calls from members, members of the board of directors and interested members of the public for designated client associations.
- Manage or assist with scholarships and awards programs.
- Assist with the election process for officers and directors for designated associations.
- Coordination and posting of social media content.
- Coordination, editing and disseminating e-newsletters.
- Serve in phone back up rotation, as requested.
Knowledge, Skills and Abilities Expected:
- Knowledge of standard office procedures and equipment.
- Skill in using various computer applications, including Microsoft Word, Excel, Access and Outlook.
- Ability to manage and prioritize multiple tasks.
- Ability to pay attention to detail and proof necessary documents.
- Ability to follow oral and written instructions.
- Ability to communicate effectively with various personalities, both orally and in writing.
- Ability to establish and maintain effective working relationships with department heads, managers, employees, members and vendors.
- MemberClicks experience a plus but not required.
Standard Office Hours are:
Monday – Thursday: 8:00 a.m. – 5:00 p.m.
Friday: 8:00 a.m. – 3:00 p.m.