Position Overview
We are seeking a proactive, creative, and detail-oriented Conference Planning Assistant to join the RETA-RSES National Conference department. This supportive role plays a vital part in the hands-on execution of our annual national conference, while also supporting the planning and execution of other trade shows and events. The ideal candidate will balance administrative tasks and creative brainstorming with physical warehouse coordination. If you enjoy a mix of office teamwork, independent research, and roll-up-your-sleeves logistics, this role is a perfect fit.
Key Support Responsibilities
Creative & Research Support
· Future Event Brainstorming: Conduct internet research to find innovative ideas, themes, activities, and vendors for future conferences.
· Design Inputs: Brainstorm creative concepts for event layouts, attendee experiences, and promotional displays.
Warehouse Logistics & Material Assembly
· Freight Assistance: Assist with receiving, organizing, and tracking incoming freight and tradeshow shipments.
· Material Production: Lead the physical preparation of conference materials, including stuffing pamphlets, assembly of sponsorship bags, and arranging attendee ribbons.
· Inventory Audits: Maintain meticulous counts of association assets, tradeshow travel cases, and marketing giveaway inventory.
· Volunteer coordination: Coordinate volunteer activities associated with conference preparation
Administrative Oversight
· Stakeholder Tracking: Assist when needed maintaining records of conference speakers, exhibitors, ribbons, and key stakeholders.
· Communications Assistance: Help proofread and organize content for the conference program guide and newsletters.
· General Office Support: Answer phone calls, route inquiries, and provide general backup support to the Conference / Tradeshow Functional Leader.
· Special Projects: Assist when needed on special projects.
Onsite Execution
· Travel to Conference: Out-of-state travel for the annual national conference to provide comprehensive operational support.
· Event Operations: Assist with onsite registration check-in, speaker scheduling support, event setup / teardown, and vendor relations.
· Load-In/Load-Out: Physically help load and unload trucks and transport boxes to ensure seamless setup and teardown.
Skills & Qualifications
· Mindset: A helpful, positive attitude with a strong "think outside the box" creative mindset.
· Organization: Excellent organizational skills with the ability to manage repetitive assembly tasks efficiently.
· Communication: Clear written and verbal communication skills for answering phones and coordinating with team members.
· Technical: Computer literacy, including internet research, , Electronic communications (Teams and Outlook), word processing (Microsoft Word), and spreadsheets (Excel).
· Physical Requirements: Ability to regularly lift, carry, and move boxes weighing up to 50 lbs. Ability to work extended hours as needed.
· Experience: Prior experience in administrative support, retail, hospitality, or event volunteer work is a plus, but a proactive attitude is most important.
Availability
· Part-Time Hours: Flexible schedule, in office weekly schedule, with a requirement for increased hours during the "peak season" (approximately three months prior to the October/November conference). A normal work week is 20 hours with adjustments based upon workload.
· Travel Flexibility: Ability to work some nights/weekends with out-of-state travel during the annual conference and/or tradeshows.
· Meetings: Due to the nature of the position, occasional availability outside of normal business hours may also be required for phone calls and meetings, including committee meetings.
Why Join Us?
This support role offers a fantastic entry-point into the event planning industry. You will receive hands-on training in event production, see your creative ideas come to life, and work with a supportive team dedicated to professional education and industry growth.
Pay: From $20.50 per hour
Work Location: In person
