Meeting and Event Assistant Position Available In Wake, North Carolina

Meeting and Event Assistant 4.2 4.2 out of 5 stars Raleigh, NC 27612 POSITION

POSTING POSITION TITLE

Meeting and Event Assistant

DEPARTMENT

NCFB Support Services Corporation (NCFBSSC)

REPORTS TO

Meeting and Event Manager

LOCATION

Primarily an in-office role; occasional on-site event support required

JOB FUNCTION

Position is responsible for supporting the logistics and implementation of North Carolina Farm Bureau’s organizational events and meetings. Role aids in all aspects of event management, including but not limited to contract processes, event registrations, data tracking, and communication with venues, partners, vendors, services and staff. Assistance with each event from the prospecting, logistics collaboration, preparing for and execution of, and all necessary wrap-up. Event sizes vary from small single-day meetings to large multi-day conferences.

DUTIES AND RESPONSIBILITIES

• Maintain plan documents for each NCFB event, including timelines, task lists and contractual deadlines, to provide appropriate communication and support the coordination and completion of each event.
• Track the contract review and execution process; maintain completed contract files.
• Maintain software applications and databases related to event preparation and planning, included but not limited to attendee data, venue detail, and other meeting logistics.
• Oversee Jotform registrations, and registrations submitted via other formats, ensuring the accuracy and completeness of gathered data.
• Verify rooming list and event order (BEO) accuracy as requested.
• Manage invoicing process for all event-related payments.
• Track and record event expenditures, creating financial reports as required.
• Order event décor, signage, giveaways and other related items as requested.
• Serve as the in-office point of contact with contracted event vendors, event registrants and related parties as required.
• Coordinate staff attendance and assignments for events as required.
• Maintain working files for each potential venue evaluated.
• Support Meeting and Event Manager on daily tasks and duties pertaining to active events.
• Attend events as required by the Meeting and Event Manager to ensure quality and maintain oversight of event logistics.

REQUIRED SKILLS AND ABILITIES

• Exceptional detail organization, time management, implementation and multi-tasking capabilities.
• Strong verbal and written communication skills required.
• Successful in working both independently and in collaboration with others.
• Professionalism and composure when handling stress and conflict.
• Exceptional problem solving ability.
• Knowledge of budgets and billing.
• Proficient in Microsoft Outlook, Microsoft Excel, and Jotform.
• Excellent interpersonal skills required.
• Reliable and prompt in all aspects of the position.
• Able to complete all assigned tasks with a high degree of attention to detail.
• Previous experience in customer service, data organization and tracking, and project management preferred.

EDUCATION AND EXPERIENCE

• High school diploma plus minimum three years of successful planning experience.
• Associates or Bachelor’s degree in hospitality, business or related field preferred.

PHYSICAL REQUIREMENTS

• Periods of sitting at a desk and working on a computer.
• Able to lift a reasonable weight in order to pack for events and/or set up at events.
• Able to travel independently for single or multi-day events.

TRAVEL REQUIREMENTS

• Occasional travel required, both day and overnight.

Expected 5-7 overnights per year. This document is intended to outline the essential responsibilities of the Meeting and Event Assistant position, and does not limit the tasks that may be otherwise assigned or amended by the supervisor or President. Please submit inquiries and interest with resume to Kate Overby at kate.overby@ncfbssc.com By Friday, May 16th at 5:00pm.

Job Type:

Full-time Pay:

From $60,000.00 per year

Benefits:

401(k) Dental insurance Employee assistance program Flexible spending account Health insurance Health savings account Life insurance Parental leave Retirement plan

Schedule:

8 hour shift Day shift Evenings as needed Monday to Friday Weekends as needed Ability to

Commute:

Raleigh, NC 27612 (Required)

Work Location:

In person