Job Alert | The Choice Inc seeks Events Administrative Assistant (Remote)
The Choice is seeking an immediate Events Administrative Assistant for our client, a major association for professionals in architecture.
This role will provide seasonal support to the organization’s events team leading up to their conference. The ideal candidate is highly organized, quick to learn new software, and comfortable working across several deadlines at once.
Timeline: Approximately 5 months
Start date: ASAP
Location: Work can be performed fully remote, however candidates must reside in the DMV area. Full-time hours.
Compensation: $30 an hour
Job Duties:
Set up new vendors in Bill.com and collect required vendor documentation. Process, code, and route vendor invoices for approval, and track them through payment. Support post-conference invoice reconciliation.
Monitor and manage the shared Events, Education, Volunteers, and Registration inboxes. Respond to routine inquiries using approved templates, and route complex or sensitive questions to the right staff member. Keep inboxes organized so that no request goes unanswered.
Provide basic support and troubleshooting for the conference event app for attendees and staff. Escalate technical issues to the app vendor or Events staff as needed.
Research and request quotes for restaurants, event venues, and ground transportation, including quotes from RMA.
Source entertainment and experience vendors, such as DJs and 360 photo booths.
Summarize options and quotes in a clear format for staff decision-making.
Collect and track staff housing requests, changes, and cancellations. Send housing updates to MCI and confirm that changes are reflected in the housing system. Update the hotel contract tracking sheet, including room blocks, pickup, and key contract dates.
Track hotel invoices and support reconciliation of room charges against contracts and the final rooming list. Flag discrepancies, attrition risks, or approaching deadlines to Events staff.
Enter and update event data accurately in Cadmium, Point, Swapcard.
Check data for accuracy and consistency across systems before deadlines.
Provide other administrative support to the Events team as needed during the conference season.
Qualifications:
Previous administrative experience, preferably support events and meetings teams preferred
Any previous experience using Bill.com, Cadmium, Point, Swapcard, Smartsheet a plus
Strong experience using Microsoft 365 for inbox management, tracking, and team communication