About Conference Catalysts:

What started almost 20 years ago as a company with a simple goal to become a respected conference management company has grown and evolved to become something with a much greater reach and impact. At Conference Catalysts we have an exceptional team of professionals who are dedicated to making our clients’ lives easier, optimizing the way our organizations operate, and creating life-long relationships through exceptional customer service and innovative software solutions. Come see what it’s like to be a ConfCat!

Reports to: VP of Conference Management Operations

Location: Remote

Job Type: Regular, Full-time/non-exempt

Summary of Position:

The Conference Administrative Assistant provides dedicated support to the Conference Management (CM) unit by assisting with core administrative and logistical tasks associated with virtual, hybrid, and in-person conferences. This role plays a key part in ensuring conference operations run smoothly by supporting registration, general communications, digital platform updates, and other event logistics. The Conference Administrative Assistant works under the supervision of the VP of Conference Management and may also provide direct support to Conference Managers. During peak seasons or when no intern is onboard, this role may assume responsibility for intern-level tasks and serve as the primary administrative point of contact for CM-related requests.

Performance Evaluation:

Formal evaluations will be conducted in six-month intervals by the VP of Conference Management Operations to assess job performance.

Responsibilities and Duties:

• Draft and send templated attendee communications (e.g., visa letters, registration reminders, event updates).
• Preparing VAT ledgers and invoices for relevant international conferences.
• Perform registration quality checks and follow-up actions, including membership verifications, substitutions, refunds, and student travel grant eligibility.
• Assist Registration Associate with setup and updates to registration sites using provided templates and content.
• Generate one-off Cvent reports and track offline payments (Level 3+ conferences).
• Perform vendor research for various conference functions – PCO, VAT management, conference insurance, etc.
• Create and distribute custom certificates (e.g., reviewer, best paper) and conference materials such as room signs and table tents.
• Assist and lead on wire transfer and student grant processing in support of CM Unit.
• Provide general email, client calls, marketing, registration, paper management and logistics coverage for CM Unit when traveling or out of the office.
• Assist with updates on proprietary event applications (e.g., speaker info, sponsor listings, session edits).
• Support live virtual sessions and post-event processing for hybrid/virtual conferences.
• Assume paper management submission responsibilities on an ad hoc basis and when required.
• Support cross-functional CCLLC teams on an ad hoc basis and for special projects.
• Travel to conferences 1–2 times annually if onsite support is needed and other CM staff are unavailable.
• Assist the VP of Conference Management with special projects as needed during high-volume periods.
• Responsible for ad hoc customer requests in support of the CM unit.
• Manage or mentor seasonal CM interns, as applicable.

Required Experience, Skills, and Education:

• Associate's degree in business administration, management, communications, or related field. Or relevant combination of education and experience.
• Strong written communication and organization skills.
• Ability to manage multiple tasks across different projects.
• Basic familiarity with professional associations or nonprofit organizations.
• Advanced proficiency in Microsoft Excel (e.g., building and maintaining spreadsheets, using formulas/functions, sorting/filtering, pivot tables, and creating clear data summaries/reporting).

Desired Experience, Skills, and Education:

• Experience in a support role in project management, events management, or association administration.
• Familiarity with platforms such as ClickUp, CVENT, Google Workspace, mail merge tools, Zoom, etc.

Travel Requirements:

• This role will not require regular travel.
• Sporadic travel may be inclusive of annual company retreats, department retreats, client meetings, etc. as needed.
• Maximum travel will be less than 10%.
• The ability to travel internationally will not be regular, but may be required.
  
  

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Compensation and Benefits:

• Compensation is commensurate with skills, education, and experience starting at $22.18/hour with eligibility for overtime.
• Comprehensive Medical, Dental & Vision Insurance (Full employee premiums covered by Conference Catalysts).
• Health Flexible Spending Account (FSA) for eligible health & wellness expenses.
• 401(k) Retirement Plan following the 90-day onboarding period (Conference Catalysts matches dollar for dollar, up to 5% of employee deferrals).
• Uncapped flex time off following the 90-day onboarding period.
• 14 paid company holidays.
• Voluntary Life and AD&D insurance.
• Individual professional development budget.
• Annual office discretionary budget.
• Annual swag store budget.
• Monthly gym membership reimbursement.