Event Program Assistant (Temporary Assignment)
ETC, part of the Arc network LLC, is a rapidly growing B2B events, data, and media platform. Please visit us at https://etcnetwork.com to learn more.
The Role
ETC is seeking an Event Program Assistant to join the Event Operations team. This individual will work alongside the Conference Program Specialist and Customer Service team to support planning and execution activities for marquee events, Future of Education Technology Conference and HR Technology Conference. The ideal candidate will be detail-oriented and adept at multi-tasking, ensuring our stakeholders and event attendees have rich, meaningful experiences for discovery, engagement, and networking.
This is a temporary, full-time position. Work from a home-based office is permitted up to 5 days a week. Travel to events is required. Position dates are August 1, 2024, through January 31, 2025. This position may be considered for conversion to a full-time role after the temporary work period ends in January 2025.
The Responsibilities
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Provide administrative support to all members of the Event Operations team. Assist the Program Manager by retrieving and updating speaker and sponsor materials.
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Oversee the speaker payments and honoraria, working closely with the finance team.
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Assist the Program Manager in speaker and session manager communication for all events.
- Edit and proofread various collateral materials for all events.
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Interact with various department teams to include sales, marketing and customer service.
- Complete data entry tasks, including creating and updating event reports.
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Compile results of session evaluations collected through the event app.
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Collect and organize session materials for all conferences.
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Assist Event Operations Managers with the collection of exhibitor COIs and booth plans.
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Oversee and input tracking information and update all shipping manifests.
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Learn and use conference management software (i.e., eShow and A2Z Events) to make updates to speaker profiles, session abstracts and send mass communications.
- Oversee multiple Outlook inboxes.
- Travel to assigned conferences to provide on-site support.
- Proficiency using Microsoft 365 applications, primarily Outlook, Teams, Excel, and Word
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Effective organizational skills, ability to multitask, and coordinate different aspects of an event.
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Effective communication in verbal and written formats. Ability to handle customer interactions with tact, patience, and professionalism.
- Experience working with employees and stakeholders at various levels of an organization is preferred.
- Ability to absorb and retain knowledge following on-the-job training sessions. Strong analytical and problem-solving skills.
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Ability to travel for up to five days at a time, including weekends, four to five times per year.
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Experience managing multiple deadlines and priorities.
- Ability to travel, including weekends (About 5-10%).
- Associate degree with at least two years of administrative support or internship experience preferred but not required.
Desired Qualifications:
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Proven experience with multiple project deadlines.
- Experience using project Management software.
- Ability to prioritize tasks, work independently and manage deadlines.
Physical demands of the job include:
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Performing work in an indoor office environment
- Operating standard office equipment such as computers, printers, keyboards, monitors, phones, and other telecommunications or internet-enabled communications devices
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Possessing short-distance visual acuity to perform an activity such as: entering, preparing, and/or analyzing data and figures, transcribing, viewing a computer terminal, and/or extensive reading.
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Sitting, standing, bending, reaching items while at the event worksite.
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Lifting, pulling, pushing, and/or carrying small to medium sized (0-30 lbs.) parcels, packages and other items or traversing short distances. Traversing longer distances and/or standing for extended periods of time will be required during conferences and in-person events.
Position Type and Expected Work Hours
This is a regular, full-time role. Most work is typically conducted Monday – Friday, during ETC’s core business hours, between 9:00 AM and 5:30 PM. Travel to events is required, and event
This description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.
Factors used to determine the compensation range for a given position may impact what compensation may be offered to any individual candidate (e.g., years of experience, level of education or credentials obtained, geographic and market considerations, etc.). At this time, we are unable to accept applications from prospective candidates in CA, CO, NY and WA.
ETC is an equal opportunity employer.