Conference and Events Associate

This is a fully remote position, open to applicants in United States.

📋 Description

• Support the Events Director and Manager with calendar coordination, expense management, travel assistance, and inventory oversight.

• Monitor and manage travel logistics and requirements for DA staff.

• Act as a flexible on-site contact for logistical support during DA-initiated events.

• Handle urgent tasks, guide vendors to setups, verify room arrangements, and address real-time operational issues for senior personnel.

• Create and oversee registration portals, including tailored invitation lists and intricate registration tiers.

• Manage event websites and applications, updating content and logistics while providing on-site troubleshooting assistance.

• Set up feedback forms, export registration and attendance data, and compile basic summary reports.

• Draft event invitations, registration confirmations, reminder emails, "know-before-you-go" messages, and post-event thank-you notes.

• Collaborate with staff, contractors, and vendors on digital communications related to events.

• Design promotional graphics, web banners, digital flyers, and printed materials for events.

• Function as the primary administrative liaison with the Operations team for vendor onboarding and payments.

• Submit vendor invoices and collect W-9 forms, insurance certificates, and other vendor-related information.

• Maintain an up-to-date master vendor log, including contracts, payment schedules, contacts, and delivery/load-in timelines.

• Provide support for digital tools and platforms for virtual, hybrid, and in-person conferences and events.

• Analyze event data, identify trends, and offer recommendations for enhancing future digital event strategies.

⛳️ Requirements

• 2-3 years of experience in event planning and execution, particularly with mid to large-scale events such as conferences.

• Proficiency in graphic and web design, including knowledge of best practices.

• Skilled in Adobe Suite, especially in Photoshop, Illustrator, and Premiere, as well as proficiency in Canva Pro.

• Familiarity with CRMs, advocacy platforms, and/or digital fundraising tools (e.g., Action Network, Salesforce, Whova).

• Ability to quickly learn how to effectively apply digital strategies in response to the political and national landscape.

• Up-to-date knowledge of trends and best practices in event logistics and the digital landscape.

• Understanding of advocacy and campaign strategies, along with the ability to integrate digital tools into these efforts.

• Experience in statistical data collection and analysis for regular updates and recommendations (e.g., for email and app programs, tracking open and click rates, engagement).

• Strong writing abilities, capable of simplifying complex programming into accessible language.

• Customer service-oriented mindset focused on attendee satisfaction.

• Sound judgment and discretion in handling sensitive information and interacting with senior stakeholders and guests.

• Comfortable learning and using event management, registration, CRM, and collaboration platforms.

• Exceptional attention to detail.

• Ability to thrive in a fast-paced and diverse environment.

• Flexibility to adjust priorities based on management re-prioritization due to internal and external changes.

• Capability to work effectively within a remote team.

• Experience collaborating with external contractors and vendors.

• Ability to engage with DA’s various teams, balancing and soliciting input from multiple internal and external stakeholders.

• Several years of experience managing organic email campaigns, particularly using Salesforce and/or platforms like Whova for audience engagement.

• Proficient in creating new websites and developing content strategies, utilizing digital tools for promotion.

• Demonstrates a strong commitment to social justice, encompassing gender, racial, and economic equity.

• Sensitivity to the power dynamics inherent in philanthropy, striving to minimize these in interactions and event management.

• Open to receiving and providing constructive feedback and learning from both successes and failures.

• Exhibits cultural competence and can communicate effectively with individuals from diverse backgrounds and interests.

• Ability to work in a remote working environment.

🏝️ Benefits

• Comprehensive health, dental, vision, and life insurance, with DA covering 80% of a base health plan and offering multiple high-quality plan options.

• A 7% non-elective employer contribution to a 401(k) after six months, regardless of employee contributions.

• Four weeks (20 days) of paid time off, paid sick leave, paid holidays, and two floating holidays.

• Annual two week-long office closures, plus Summer Fridays.

• A $165 per person monthly work-from-home stipend to support remote work expenses.