Conferences and Events Associate

Washington, District of Columbia, United States Full-time

Position Summary:

The Arc seeks a Conferences and Events Associate to provide administrative and coordination support to all national conferences, events and meetings at The Arc. Reporting to the Director Conferences and Events, the Associate will assist with the planning of four national events per year, and partner across teams to ensure implementation of dynamic, inspiring and informative, high production value, events attendees have come to expect. This position will also provide support for online meetings, trainings and webinars across the organization. This is an ideal position for a candidate with entry level events experience, looking for advancement and the opportunity to be part of a small team. 

Responsibilities:

  • Provide administrative and logistical support for all facets of the events process for The Arc including implementing timelines, vendor management, expense monitoring and budgeting, record keeping, on-site management, staff and volunteer coordination.
  • Assist with the planning and implementation of all external conferences, events and meetings. Current annual conferences include Disability Policy Seminar (spring), NCE Summer Leadership Institute (summer) and The Arc’s National Convention (fall).
  • Serve as member of Catalyst Awards (fall) team and assist with the selection process for Catalyst Award winners, development of the program, VIP travel logistics, supporting corporate sponsors, collaboration on media strategy and talking points and scripts for speakers as needed.
  • Coordinate all event requests for supports and services, including but not limited to; CART, ASL, large print, braille, dietary restrictions, food allergies, fragrance free venues and sensory/quiet room access.
  • Provide logistical support for quarterly board meetings, small fundraising events, small program events and internal all-staff meetings.
  • Online meetings and webinar support – train new employees, manage the vendor relationship and troubleshoot and set-up for internal meetings.
  • Assist national staff traveling to out of town events including; coordinating air and ground transportation, securing accommodations, on-site meals, per diem calculations and general event support schedule.
  • For all events, assist and coordinate logistics for all aspects of the event, including program design (e.g themes, speakers, call for sessions, stage design), audio-visual, shipping and facilities set-up, food and beverage, marketing and promotion, corporate sponsorship, and all add-on events.
  • Other duties as assigned within the scope of responsibility and requirements of this job

 

Qualifications:

  • Bachelor's Degree required.
  • 1 to 2 years of relevant professional experience.
  • Experience working with vendors.
  • Experience with learning management system and online meeting platforms.
  • Basic budget and expense management skills.
  • Excellent interpersonal skills and strong writing skills.
  • Creative with an ability to “think outside the box” to enhance attendee experience.
  • Ability to maintain a positive attitude in high-stress environment.
  • Good crises management skills and attention to detail.
  • Ability to work cross-departmentally while adapting to diverse leadership styles.
  • Basic knowledge of Audio/Visual systems and technology trends.
  • Basic knowledge of registration systems and meeting planning platforms.
  • Periodic travel to conduct site visits and provide on-site support at events.

 

How to Apply:

Applications are accepted online only. To apply to this position visit https://thearc.recruiterbox.com/

 

The Arc is an equal opportunity employer and does not discriminate in its selection and employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, or other legally protected characteristics.

 

When an applicant with a disability needs an accommodation to have an equal opportunity to compete for a job, they may request it orally or in writing (please visit the contact us page on the web; www.thearc.org).

 

About The Arc:

The Arc is the largest national community-based organization advocating for and serving people with intellectual and developmental disabilities and their families. We encompass all ages and more than 100 different diagnoses including autism, Down syndrome, Fragile X syndrome, and various other developmental disabilities.

With about 630 state and local chapters nationwide, The Arc is on the front lines to ensure that people with intellectual and developmental disabilities and their families have the support and services they need to be fully engaged in their communities. The Arc works with its federation of state and local chapters to create an impressive network of human service agencies ensuring they have the strongest civil rights advocates promoting and protecting their needs at all levels.