Program and Events Associate

About the Role

Jaffe Management, an Association & Non-Profit Management Firm, is seeking a motivated and energetic person to work with professional/trade associations. This position will include both event planning and general administrative support of their association clients.

Key Responsibilities

• Act as initial point of contact for members, potential event attendees, event speakers, and event supporters via in-person, telephone, or email.
• Answer questions, provide materials, or refer inquiries.
• Take and transcribe minutes at Board Meetings and other meetings as needed.
• Maintain, update, and distribute the Association calendar, sending reminders for meetings and teleconferences.
• Assist with membership needs and processes.
• Perform general administrative tasks, including creation and maintenance of Association listserves, contact lists, databases, email newsletters, and calendars; updating Association websites; mailings, label making, copying, and collating.
• Create emails within Constant Contact or similar programs.
• Plan conferences and events.
• Obtain and negotiate facility contracts for events, conferences, and seminars from hotels and other establishments.
• Coordinate registration.
• Coordinate invoicing and payment collections and deadlines.
• Compose and distribute correspondence to speakers, sponsors, and exhibitors.
• Develop marketing materials, registration brochures, and program books for attendees, exhibitors, and sponsors.
• Coordinate abstracts and speaker bios.
• Order and set up AV Equipment for all conferences.
• Distribute and collect speaker forms.
• Provide on-site management of all conferences, seminars, and forums.

Requirements & Tech Stack

• Demonstrated ability to work in a team-oriented, fast-paced, customer-service-focused environment.
• Must be a friendly, outgoing, self-starter.
• Ability to learn projects quickly and manage them independently.
• Believes no tasks are too big or too small.
• Proficiency with Constant Contact or similar email marketing programs.
• Ability to handle AV Equipment setup.
• USA Travel 2-4 times a year.

Qualifications

• None explicitly stated beyond the requirements above.