Annual Conference Specialist II

Annual Conference Specialist II

DC/Virginia/Maryland

The Annual Conference Specialist II provides general marketing, administrative and customer service support for the department. This position is responsible for coordination of attendee registration and services, committee & speaker support, tracking of expenses and contracts, marketing support and departmental customer support via email and phone.

Annual Conference Specialist II

Location:

FULL REMOTE! Must be in DC/Virginia/Maryland

The Annual Conference Specialist II provides general marketing, administrative and customer service support for the department. This position is responsible for coordination of attendee registration and services, committee & speaker support, tracking of expenses and contracts, marketing support and departmental customer support via email and phone.

This Annual Conference Specialist II also provides accounting support to track refunds requests, check payments as well as ensure invoices/honoraria are submitted in a timely manner. The ability to exercise good judgment in a variety of situations, along with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities is also needed.

The Annual Conference Specialist II must be able to work under pressure at times to handle a wide variety of activities.

This position provides marketing, programming, administrative and project support for the annual conference team. The Annual Conference Specialist has high visibility with members, volunteers, vendors and has significant interaction with participants and speakers.

The Annual Conference Specialist II exemplifies the APIC staff core values of Ownership, Unity, and Commitment.

• Associates degree or equivalent number of years’ experience.
• 3-5 years of customer service and administrative experience, preferably in an association or non-profit setting.
• Program and project management experience preferred.
• Previous experience with supporting, planning, and/or executing conferences, large meetings, or large events is a plus.
• Previous experience with registration, exhibit halls, and convention centers is a plus.

• Basic knowledge and proficiency with Microsoft Office products (Outlook, PowerPoint, Word, Excel, Teams) to produce documents, spreadsheets, presentations, and reports. Knowledge of Cadmium is a plus but not required.
• Self-management:
  Take initiative, monitor progress, and is motivated to achieve; manages own time and is able to successfully juggle multiple and/or competing priorities in an efficient and effective manner.
• Exceptional organizational skills, with the ability to perform and prioritize multiple demands and projects and meet deadlines with excellent attention to detail.
• Ability to balance heavy workload with short- and long-term project deadlines, address changing priorities, and work well under pressure.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Self-management:
  Ability to set well-defined and realistic goals; take initiative, monitor progress, and is motivated to achieve; manages own time and is able to successfully juggle multiple and/or competing priorities in an efficient and effective manner.
• Results oriented:
  Ability to prioritize and work at a fast pace and meet critical deadlines.
• Customer service:
  Work and communicate with clients and customers to satisfy their expectations. Committed to quality service.

• Work with registration vendor to set up registration site, testing, reporting and day to day oversight. Work to resolve any issues or questions about the registration process/site.
• Send weekly registration reports to senior leadership; manage registration lists and access.
• Coordinate attendee services for onsite such as luggage check, ADA requirements, parking, special dietary meals, travel discount programs, ribbons and registration supplies etc.
• Coordinate wellness activities for the annual conference, i.e. yoga, puppies, massage area, quiet room etc.
• Serves as…