Events Assistant
Job Details
ATA Headquarters - Roseville, MN
Full Time
2 Year Degree
$39,000.00 - $44,000.00 Salary/year

Position Summary:

The Events Assistant is responsible for assisting the Conference Management team in the coordination and execution of multiple industry-leading events, conferences and workshops each year. This is a full-time, non-exempt position that is eligible for remote work and must reside local to ATA headquarters.

Duties and Responsibilities:

· Compile and manage conference documents including: event evaluations, program agendas, participation agreements, post-event reports and attendee surveys.

· In partnership with Conference Management staff, oversee packing and shipping of all event materials from ATA headquarters to event sites; manage return shipping.

· Assist Show Floor Manager with managing Certificate of Insurance submission from exhibitors and Exhibitor Appointed Contractors.

· Manage event supporting organizations partnerships.

· Manage and triage event registration-related emails and phone inquiries in partnership with the Event Accountant

· Process and send visa invitation letters according to international invitation letter policy.

· Maintain positive working relationship with venues and uses function sheets to coordinate room sets, food and beverage and audio-visual needs.

· Assist with event logistics for in-person ATA events and conferences, including but not limited to: set up and tear down, online event support, customer service, shipping and receiving of event supplies

· Manage show VIP and Discount passes in partnership with Show Floor Manager and Event Accountant

· Ensure speaker, committee, and volunteer registrations are entered in a timely manner, and update databases and records as needed.

· As requested, assist department staff with speaker support including speaker contract management as well as ongoing speaker communication and detail confirmation.

· Assist department staff with sponsor and vendor communications, marketing promotions and event website updates.

· Assist in creation and maintenance of event mobile sites and/or mobile apps.

· Assist with data mining and attendee prospecting.

· Assist in the management of housing for major ATA meetings and events, to include: working with vendors, webpage set-up, main contact for housing calls, watching room pick-up, board housing and speaker housing needs.

· Assist in managing RFPs, coordinating event needs, and onsite execution of major event logistics including (but not limited to): staff scheduling, budgeting, security, temporary staff, speakers, hotels, travel and transportation, and audio-visual requirements.

· Perform related duties as assigned.


· Minimum 2-year degree and 1-3 years documented related experience, knowledge of the hospitality/trade show industry. Bonus if experience has been with a trade association not-for-profit institution.

· Familiarity with event planning and marketing is preferred.

· Excellent oral and written communication skills.

· Ability to multi-task and manage time according to deadlines.

· Ability to work well independently and collaboratively.

· Comfortability with technology and ability to use and learn new software/programs.

· Proven excellence in customer service role.

· Must be able to communicate with a wide variety of individuals, internally and externally at all levels of company. Must be able to understand directions, communicate and respond to inquiry in various forms.

· Must be able to input and retrieve information from a computer using various work processing and spreadsheet software programs.

· Must be able to move about the building and within/between workstations.

· Must be highly organized and able to handle multiple tasks at once. Ability to prioritize work in an organized and effective manner.

· Must be able to define problems, collect data, establish facts and present valid conclusions. The position must be diplomatic and understand how to work with many different personalities.

· Must be able to operate a computer, telephone, copiers, calculator and other office equipment.

· Ability to travel 10-15% required.

· Ability to lift 50 lbs.

· Eligible for full-time remote with professional home workspace available. Must reside local to ATA headquarters.