Senior Associate, Conference Business

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

📋 Description

• Responsible for executing designated conference projects, managing communications, and assisting with technology-related tasks for events.

• Supports both live and virtual content and logistics for the National Teaching Institute (NTI), including project oversight, documentation, and customer service.

• Contributes to the Conference Business outcomes of the Events Team's initiatives, aligning with the organization’s mission, vision, values, and strategic direction.

• Ensures the effective implementation and evaluation of key processes that support departmental and organizational goals and objectives.

• Coordinates specific inter- and intra-departmental processes.

• Addresses inquiries and resolves issues related to these processes.

• Develops new business processes that align with departmental and organizational aims.

• Assists on projects with defined outcomes and within established parameters.

• Collaborates on cross-departmental and organization-wide projects.

• Evaluates departmental processes and systems, identifies improvement opportunities, brings together key stakeholders, defines solutions, and implements action plans to enhance efficiency, effectiveness, and customer satisfaction.

• Maintains effective communication with internal and external customers and key stakeholders.

• Ensures timely and effective responses to information requests from both internal and external customers via telephone, email, and mail.

• Collaborates with team members to create and post content on departmental web pages while maintaining the branding and integrity of informational links.

• Coordinates with vendors and/or external customers to ensure adherence to contracts and processes.

• Develops and maintains data management systems.

• Establishes and keeps comprehensive files and databases that include historical data and current activities.

• Utilizes computer-aided systems and applications to generate regular reports related to programs and products.

• Provides effective general administrative support to the department.

• Coordinates administrative functions for team members, volunteers, and other key stakeholders, including forms processing, document management, travel arrangements, and expense reports.

• Monitors budget activity and develops routine and customized reports on financial activities.

• Reviews and processes vendor invoices.

• Proactively identifies and adjusts to variances.

• Supports departmental purchasing and the preparation of annual and project budgets.

• Participates in orientation and cross-training of team members to ensure consistent support to internal and external customers.

• Additional duties as assigned.

⛳️ Requirements

• A minimum of 7 years of experience with responsibilities closely matching a majority of those outlined for this position.

• Experience working on projects that require collaboration with multiple team members.

• Previous experience in customer interaction is essential.

• Proven ability to manage multiple priorities effectively.

• Exceptional interpersonal and communication skills, both verbal and written.

• Demonstrated flexibility and adaptability in response to changing priorities.

• Strong commitment to customer service, teamwork, and collaborative learning.

• Proficient in Microsoft Office, Google Suite, and Zoom.

• Experience with association management systems, event platforms, and project management tools is preferred.

• Highly accurate, detail-oriented, and organized.

• Proven ability to prioritize multiple simultaneous responsibilities.

• Self-motivated and curious.

• Ability to expand upon assigned responsibilities without direct supervision.

• Demonstrated independent problem-solving skills.

• Proven ability to establish and maintain effective relationships within the department and the association.

• Demonstrated ability to research, analyze, prioritize, and implement process improvements.

🏝️ Benefits

• Generous paid time off.

• Low-cost health plans for medical and mental health services.

• Dental and vision coverage.

• Company-paid life and short-term disability insurance.

• A variety of additional benefits.

• A retirement savings program with employer matching and additional company contributions.

• Various alternative and flexible work arrangements to support work/life balance.