Rose Li & Associates, Inc. (RLA), a growing professional services firm based in Chevy Chase, MD, seeks a full-time Conference Assistant. The Conference Assistant works closely with planning team members to provide support services for virtual, hybrid, and in-person events.
Duties and Responsibilities:
- Assist with production of event materials (name badges, table tents, folders, print materials, signage, etc.).
- Assist with travel coordination, monitor room blocks, and draft logistics correspondence.
- Collect, track, and process honoraria and travel reimbursement expenses.
- Assist with vendor research and coordination, as assigned.
- Provide general administrative, data entry, and report generation support, as required.
- Attend planning calls and prepare meeting notes.
- Communicate with attendees and forward inquiries as necessary.
- Assist with collection and tracking of speaker bios, headshots, presentations and other materials.
- Assist with setup and execution of virtual events.
- Coordinate all aspects of registration support (setup, monitoring, reporting, onsite registration desk).
- Assist with video editing and website updates, as necessary.
- Coordinate shipping and/or delivery of meeting materials to on-site locations.
- Provide onsite event support.
- May perform other job duties as assigned.
Required Qualifications (Experience, Knowledge, Skills, and Abilities):
- Bachelor’s degree from an accredited university (or equivalent related experience).
- 2 years administrative/clerical experience.
- Strong organizational skills and ability to prioritize and complete multiple tasks simultaneously, on time, and with limited oversight.
- Meticulous attention to detail.
- Strong verbal and written communication skills.
- Strong critical thinking and problem-solving skills.
- Proficiency with Microsoft Outlook, Word, Excel, Teams, PowerPoint, SharePoint, and Adobe.
- Ability to research, adapt, and implement new technologies quickly.
- Ability and willingness to work periodic weekends and early morning/late evenings to meet deadlines and provide onsite support.
- Legal authorization to work in the U.S.
Preferred Skills and Experience:
- 1+ year professional work experience in a customer-facing position
- Prior experience providing event support for professional organizations
- Knowledge of Federal Travel Regulation and/or experience with travel coordination
- Experience with event management platforms and registration software (Cvent, Gather, Zoom, Eventbrite, MachForm, Jotform, or similar)
Work Location:
This hybrid position requires routine work out of RLA’s office in Chevy Chase, MD. Projects may require periodic onsite support at client events primarily in the DC metropolitan area, with events held occasionally across the United States.
Compensation and Benefits:
RLA offers competitive compensation, based on experience. Our benefits package includes paid time off, eleven federal holidays, subsidized health insurance, group dental and vision plans, short- and long-term disability, life insurance, 401(k) contributions and profit-sharing plan, and a cash balance (defined benefit) retirement plan.
About RLA:
Since our inception in 2003, RLA has become a trusted partner to health- and research-focused agencies and organizations, helping to move science forward in service of humanity. We are a woman- and minority-owned small business specializing in science writing, research and analysis, conference services, and program management support. We are committed to creating an ecosystem where we can all do our best work and know that each one of our team members is a key part of our success.