Conference Catalysts · 2 days ago
Conference Administrative Assistant
United States
Full-time
Onsite
New Grad, Entry Level
$22.18/hr - $22.18/hrConference Catalysts is a respected conference management company that focuses on optimizing operations and providing exceptional customer service. The Conference Administrative Assistant plays a vital role in supporting the Conference Management unit by handling administrative and logistical tasks for various types of conferences.
Event ManagementGraphic DesignWeb Design
Responsibilities
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
Qualification
Required
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)
Preferred
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
Benefits
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
Company
Conference Catalysts
Conference Catalysts offers event management, web, and graphic design services.
Founded in 2006
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Chris Dyer
President & CEO
Judy Scharmann
CEO
Company data provided by crunchbase