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Compensation Amount:

23.00 USD Hourly23.00 USD Hourly

Job Summary:

The Conference and Events Assistant provides essential administrative and logistical support to the conference and events team. This role plays a key part in ensuring the department runs smoothly by supporting with vendor communication, billing, event calendar management, maintaining budgets, support with setting up and breaking down events, preparing invitations and more. The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced, deadline-driven environment with a strong interest in events.

Job Description:

Key Responsibilities:

+ Provide administrative support to event team and event leadership across the stages of event planning, execution, and post-event reconciliation

+ Utilize the event database to coordinate event calendars and schedule site visits

+ Maintain department spreadsheets and trackers

+ Assist with event guest lists and scheduling supporting staff

+ Prepare and maintain event files, contracts, invoices and vendor documentation

+ Support with vendor communications to include invoice processing and payment log maintenance

+ Assist with budget tracking, expense reporting, and credit card reconciliation

+ Create event invitations and track RSVPs

+ Assist with print shop requests

+ Handle general administrative duties such as data entry, filing and correspondence

Required Qualifications:

+ 2+ years administrative or assistant experience preferably in corporate events, marketing, hospitality, or administrative/secretarial support

+ Strong organizational and time management skills with keen attention to detail and accuracy

+ Ability to manage multiple projects and shift priorities

+ Excellent written and verbal communication skills

+ Ability to maintain confidential information with professionalism and discretion

+ Proficiency in Microsoft Office

+ Ability to work independently and as part of a collaborative team

+ Financial experience including invoice processing and budget tracking

Preferred Skills & Attributes

+ Ability to remain calm under pressure and adapt in a fast-paced, evolving environment with solutions-oriented mindset

+ Professional demeanor with strong customer service skills

+ Passion for or strong interest in events and/or hospitality

Familiarity with event management platforms, registration/invitation systems or CRM tools a plus

Founded in 1917, Guest Services has worked tirelessly to earn the reputation as the premier hospitality management company and National Park Service concessionaire in the United States. Guest Services takes great care and pride in providing best-in-class services across a wide variety of client sites including luxury communities, hotels, resorts, government and business dining facilities, full-service restaurants, state and national parks, outdoor recreation, boathouses, marinas, museums, conference centers, senior living communities, health care systems, school and university dining facilities, and specialty retail stores.

Guest Services, Inc. is an Equal Opportunity employer. All qualified applicants will receive consideration for employment and promotion without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.

OUR COMMITMENT TO DIVERSITY, EQUITY, & INCLUSION: We embrace Diversity, Equity, and Inclusion (DEI) and the richness it brings to our company. Our commitment is to provide an inclusive workplace where individuals can bring their whole selves to work, enabling them to provide the best level of service to our diverse customer base.