Job Description

As the Conference Assistant for this fast-paced Washington, DC-based association, you will organize and execute meetings for both internal teams and external stakeholders. You will work closely with meeting planners, administrative professionals, and operations staff on a shared mission to deliver seamless, high-quality events. If you have a polished professional presence, an accordion-folder approach to staying organized, a roll-up-your-sleeves work ethic, and a genuine enthusiasm for planning and executing events, this is the position for you.

Key Responsibilities:

• Plan and manage meetings, events, conferences, and receptions from conception through execution.
• Coordinate and prepare conference rooms and manage a high-volume conference room schedule.
• Lead logistical coordination including design, vendor selection, catering, venue research and selection, signage, and event materials.
• Liaise with internal teams to ensure meeting materials are distributed and all A/V needs are addressed in advance.
• Compile and organize meeting materials such as documents, spreadsheets, and slide decks, ensuring accuracy and readiness for all participants.
• Manage event registration processes, including building distribution lists, creating confirmations and RSVP reports, and sending timely reminders.
• Handle all aspects of invoicing related to meetings and events; adhere to event budgets and evaluate vendor contracts for optimal value and alignment.
• Build strong internal relationships by executing responsibilities with professionalism, reliability, and urgency.
• Provide broad administrative and project support as needed.

Why You’ll Love Working Here:

• Offers paid overtime and complimentary parking.
• Provides 100% employer-paid health and dental insurance, employee wellness benefits, a competitive 401(k) plan, PTO, and commuter benefits.

What We’re Looking For:

• Event-savvy. You have six months to two years of experience organizing meetings, events and/or high-level project management.
• Flexible. You are ready to adjust your schedule if needed to come in early or stay late to set up or break down event venues.
• Onsite. You are excited to take part in events that will require onsite work Monday-Friday.
• Professional communicator. You have excellent written and verbal communication skills.

Essential to Hawthorne Lane’s success is our ability to attract talent from a range of backgrounds. Our network reflects the diverse community around us, and we believe in a workplace where everyone feels valued and empowered to succeed. Applicants will not be discriminated against on the basis of race, color, creed, religion, sex, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.

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