Conference Operations and Engagement Assistant

NTCA–The Rural Broadband Association is looking for a Conference Operations and Engagement Assistant to join our team. As our Conference Operations and Engagement Assistant, you will have the opportunity to provide project, logistical, and administrative coordination for the Member Engagement division. This will require a keen focus on customer service and events administration. You will work closely with other Member Engagement staff to implement and streamline processes and procedures to ensure effective and efficient operation of the department unit. What will you do? Maintain the Member Engagement division’s meetings email account and membership phone line daily. This includes answering questions, providing association-related information, assisting with event registrations and web logins, and following up where necessary to ensure timely resolution of issues with outstanding customer service. Monitor and evaluate questions from users and report trends and issues to the Conference Operations and Engagement Manager and/or other staff to be addressed. Execute event preparation tasks for on-site conferences including preparing and ordering conference signage. Coordinating shipping for all on-site meetings and working closely with other staff to support shipment of necessary materials. Monitor stock of event supplies, and proactively restock supplies in coordination with the facilities team or supply vendors as needed. Assist with delivery and maintenance of assets and data for badge printing and event app. Responsible for the technical event set up and administration of registration process for assigned meetings in the Association Management Software (AMS). Troubleshoot registration process for users and monitor all active event registration processes for accuracy of pricing and policies. Performs event closeout processes in the AMS as needed. Travel to and serve as on-site registrar for conferences and events as assigned. Set up registration area and badge printing equipment, run the information table and on-site registration functions, and works with the meeting planner and other on-site staff to unpack and repack meeting supply shipments. Process vendor invoices for the Member Engagement division through Concur. Maintain the external industry events calendar and internal industry/competitive events calendar, including periodic proactive outreach to partner organizations for calendar updates. Support compilation of staff travel lists, board packets, and walk though materials, as necessary, working closely with other staff to ensure accuracy and currency of all materials. Handle a variety of routine and non-routine administrative matters, including mailings, monitoring guest lists and RSVP’s, managing supplies, distributing mail, and other assignments for the Member Engagement division. Under the supervision of Conference Operations and Engagement Manager, ensure new AMS programming and programming updates directly related to event operations have clear requirements and are functional upon delivery. Provide updates to the Member Services and Engagement department’s documentation and Business Continuity Plan. Perform other special projects or duties, as required. The ideal candidate will have the following position requirements: Exceptional verbal and written communication skills, as well as strong organizational skills. The ability to manage a variety of tasks concurrently and work independently. Excellent customer service and the ability to communicate clearly with both internal and external stakeholders are essential. Proficient with various applications such as MS Word, MS Excel, Outlook, and Teams. The role requires telephone and business etiquette. The ability to lift at least 40 lbs. Practical knowledge, skills, and abilities usually acquired through an undergraduate degree or vocational training and 1-3 years of related work experience. Familiarity with Association Anywhere or other sales/membership databases are a plus. Why work for us? NTCA offers a competitive compensation and benefits package that is designed to support employees’ health and wellness, financial satisfaction, work life balance, and protection from the unexpected. We understand your desire to continue to grow in the role; we are known for providing high quality services, excellent staff training and opportunities for advancement within the organization. Our compensation and benefits package includes: Competitive compensation program including regular performance feedback and coaching Health insurance: medical, dental, vision, pharmacy benefits Company sponsored life insurance Short- and long-term disability Generous paid time off and paid holidays Hybrid work environment Corporate volunteering and community service opportunities 401(k) and pension retirement programs Comprehensive wellness program Convenient office location in near Ballston Metro NTCA’s work culture supports our core values of respect, collaboration, communication, innovation and creating a superior customer service experience. If you are excited to contribute to our internal culture and to make a difference in the lives of the members we serve, we look forward to hearing from you.