Administrative/Conference Assistant

Position: Full-time

Location: Washington, DC

Education: Bachelor's degree preferred

Experience:

  • Two to three years of experience in conference/meeting planning or other applicable experience
  • Three to five years of experience in an administrative, multidepartment support role; Federal Government experience preferred, but not required
  • Word processing skills and proficiency with Microsoft Word, Excel, Outlook, PowerPoint, Project, Visio, and Internet searches
  • Demonstrated ability to work in a team setting as well as independently with limited supervision
  • Excellent interpersonal and organizational skills
  • Proven ability to communicate detailed information accurately and effectively orally and in writing
  • Flexible, diligent, and detail-oriented
  • Excellent multitasking abilities in a fast-paced environment to assist in the timely completion of projects
  • Ability to travel within and outside the continental U.S., if required

Responsibilities: The major day-to-day functions of the Administrative/Conference Assistant include, but are not limited to:

  • Performing general office administrative tasks, fulfilling customer service requests, and assisting Analysis, Information Management and Communications (AIM) Activity staff with tasks related to print and electronic documents
  • Providing direct assistance and support to the AIM Communications Team and the Senior Events Specialist
  • Assisting in facilities coordination to ensure office equipment and project supply needs are met
  • Assisting with research on meeting sites through telephone calls, reviews of brochures, meeting directories, Web sites, and collateral materials
  • Assisting in the preparation and distribution of premeeting and onsite meeting materials, such as agendas and participant lists
  • Verifying travel and meeting arrangements with participants
  • Handling travel arrangements for AIM staff
  • Acting as liaison with meeting participants and vendors to fulfill requests for information and forms, obtain meeting materials, etc.
  • Providing onsite support at meetings, including registration, operation of audiovisual equipment, and assistance to attendees
  • Assisting with maintenance of meeting notebooks and project files

Reports to: Deputy Director/Communications Director

Please send your cover letter, resume, and salary requirements to MasiMax Resources, Inc.; Attn: JAM-AC; Suite 175; 1375 Piccard Drive; Rockville, MD 20850; Phone: (240) 631-3952; fax: (240) 632-0519; e-mail: humanresources@masimax.com.