Meetings & Exhibits Assistant
Society of American Military Engineers Society of American Military Engineers Alexandria, VA Alexandria, VA Full-time Full-time $48,000 - $50,000 a year $48,000 - $50,000 a year 5 days ago 5 days ago 5 days ago The Society of American Military Engineers (SAME) is looking for a Meetings & Exhibit Assistant to join its team.
SAME represents the public sector architecture/engineering/construction industry - our 25,000 members literally build and support America's infrastructure and national security.
We provide our members opportunities to:
Collaborate and network in a joint service environment (meaning, all branches of the uniformed services as well as federal, state, and local government agencies).
Grow professionally and personally by participating in technical education & training, a wide range of conferences, and community service events.
Engage with peers and content in a specific area of practice or designation via our Communities of Interest.
Achieve professional and business goals.
We are a small organization (about 27 staff) that places a high value on teamwork, collaboration, and continually improving the products and services we deliver to our members.
At SAME, we do work hard but we have a lot of fun doing it and enjoy working with one another.
Everyone on our team is encouraged to take initiative, offer fresh perspectives, and be entrepreneurial.
If you're a team player who strives to do your best each day, please read on for a great opportunity with our great organization! The Meetings and Exhibits Assistant will assist in and support the execution of successful and profitable meetings and conferences for the Society, including but not limited to the Career Transition Workshop, Capital Week (DOD Briefings and related events), Joint Engineer Training Conference (JETC), Post Leaders Workshop, and Small Business Conference (SBC).
The incumbent is responsible for providing administrative, logistical, and customer service support to SAME Staff, speakers, attendees, and exhibitors.
Other duties may be assigned to meet business needs.
ESSENTIAL
Responsibilities:
Assist with event logistics management, including signage, production of meeting specifications, and coordinating catering and audio/visual support.
Provide customer service to meeting registrants, exhibitors, sponsors, and SAME members in support of SAME's events.
Monitor registration and exhibit inboxes, respond to phone inquiries and serve on help desk.
Assist with event registration, including general inquiries, weekly reports, authorizing substitutions and refunds, communication and notification to all event participants, and organization and distribution of attendee materials.
Post payment information to registration and exhibit sales records and reconcile as necessary.
Serve as main contact and provide logistical management for meetings/events held in conjunction with SAME major events, such as meeting rooms rented by Sustaining Member Companies, meetings held by uniformed services, etc.
Help coordinate services for ancillary events, such as accommodations, transportation for participants, facilities, signage, special needs requirements, and event security.
Support event shipping process.
Coordinate event supply selection and orders as needed.
Oversee event mobile app and work with third-party provider to input and update event information.
Assist with staff onsite preparation, including updating and distribution of materials.
Work alongside meetings & marketing team to ensure event website is up to date and maintain webpages related to conferences as assigned.
Manage invitation list for exclusive events, to include compiling invitation lists, sending invitations, accepting RSVPs, and working with Associate Director of Meetings on catering guarantees and managing events on-site.
Assist in monitoring housing process, including room blocks, reservation process, room pick-up, etc.
Assist with managing event on-site volunteer recruitment and management, such as monitoring sign-ups and registration, communicating schedules, etc.
Participate in site visits as necessary.
Support logistics management on-site at Society events.
Provide courteous and professional customer service to members, non-members, all Society staff members, and vendors/suppliers.
Assist in ensuring fulfillment of sponsorship benefits for all sponsorships related to events.
Support creation of accurate and comprehensive post-event reports.
Provide administrative support to SAME Industry Partner Program.
EDUCATION:
Bachelor's degree from an accredited college or university.
May substitute high school diploma and at least 2 years' professional experience for educational degree requirement.
KNOWLEDGE, SKILLS & ABILITIES Proficiency in Microsoft Office Suite (Teams, Word, Outlook, Excel, and PowerPoint.
) Ability to problem solve and think creatively and broadly to enable and implement a project or event.
Excellent organizational skills and attention to detail.
Desire to learn and be adaptable.
Ability to work in a team environment, be a self-starter, and demonstrate initiative.
Excellent interpersonal skills that inspire trust, motivation, and confidence in internal and external stakeholders.
Possess a positive attitude with ability and willingness to provide excellent customer service to internal and external members.
Excellent written and verbal communication skills.
Ability to work on multiple projects and tasks simultaneously, under varying deadlines, and prioritize as needed.
Commitment to professional growth and organizational excellence.
Ability to pick-up and carry 30 pounds.
Ability to travel throughout the year.
Job Type:
Full-time Pay:
$48,000.
00 - $50,000.
00 per year
Benefits:
401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance Schedule:
Monday to Friday Work Location:
Hybrid remote in Alexandria, VA 22314.
Estimated Salary: $20 to $28 per hour based on qualifications.
SAME represents the public sector architecture/engineering/construction industry - our 25,000 members literally build and support America's infrastructure and national security.
We provide our members opportunities to:
Collaborate and network in a joint service environment (meaning, all branches of the uniformed services as well as federal, state, and local government agencies).
Grow professionally and personally by participating in technical education & training, a wide range of conferences, and community service events.
Engage with peers and content in a specific area of practice or designation via our Communities of Interest.
Achieve professional and business goals.
We are a small organization (about 27 staff) that places a high value on teamwork, collaboration, and continually improving the products and services we deliver to our members.
At SAME, we do work hard but we have a lot of fun doing it and enjoy working with one another.
Everyone on our team is encouraged to take initiative, offer fresh perspectives, and be entrepreneurial.
If you're a team player who strives to do your best each day, please read on for a great opportunity with our great organization! The Meetings and Exhibits Assistant will assist in and support the execution of successful and profitable meetings and conferences for the Society, including but not limited to the Career Transition Workshop, Capital Week (DOD Briefings and related events), Joint Engineer Training Conference (JETC), Post Leaders Workshop, and Small Business Conference (SBC).
The incumbent is responsible for providing administrative, logistical, and customer service support to SAME Staff, speakers, attendees, and exhibitors.
Other duties may be assigned to meet business needs.
ESSENTIAL
Responsibilities:
Assist with event logistics management, including signage, production of meeting specifications, and coordinating catering and audio/visual support.
Provide customer service to meeting registrants, exhibitors, sponsors, and SAME members in support of SAME's events.
Monitor registration and exhibit inboxes, respond to phone inquiries and serve on help desk.
Assist with event registration, including general inquiries, weekly reports, authorizing substitutions and refunds, communication and notification to all event participants, and organization and distribution of attendee materials.
Post payment information to registration and exhibit sales records and reconcile as necessary.
Serve as main contact and provide logistical management for meetings/events held in conjunction with SAME major events, such as meeting rooms rented by Sustaining Member Companies, meetings held by uniformed services, etc.
Help coordinate services for ancillary events, such as accommodations, transportation for participants, facilities, signage, special needs requirements, and event security.
Support event shipping process.
Coordinate event supply selection and orders as needed.
Oversee event mobile app and work with third-party provider to input and update event information.
Assist with staff onsite preparation, including updating and distribution of materials.
Work alongside meetings & marketing team to ensure event website is up to date and maintain webpages related to conferences as assigned.
Manage invitation list for exclusive events, to include compiling invitation lists, sending invitations, accepting RSVPs, and working with Associate Director of Meetings on catering guarantees and managing events on-site.
Assist in monitoring housing process, including room blocks, reservation process, room pick-up, etc.
Assist with managing event on-site volunteer recruitment and management, such as monitoring sign-ups and registration, communicating schedules, etc.
Participate in site visits as necessary.
Support logistics management on-site at Society events.
Provide courteous and professional customer service to members, non-members, all Society staff members, and vendors/suppliers.
Assist in ensuring fulfillment of sponsorship benefits for all sponsorships related to events.
Support creation of accurate and comprehensive post-event reports.
Provide administrative support to SAME Industry Partner Program.
EDUCATION:
Bachelor's degree from an accredited college or university.
May substitute high school diploma and at least 2 years' professional experience for educational degree requirement.
KNOWLEDGE, SKILLS & ABILITIES Proficiency in Microsoft Office Suite (Teams, Word, Outlook, Excel, and PowerPoint.
) Ability to problem solve and think creatively and broadly to enable and implement a project or event.
Excellent organizational skills and attention to detail.
Desire to learn and be adaptable.
Ability to work in a team environment, be a self-starter, and demonstrate initiative.
Excellent interpersonal skills that inspire trust, motivation, and confidence in internal and external stakeholders.
Possess a positive attitude with ability and willingness to provide excellent customer service to internal and external members.
Excellent written and verbal communication skills.
Ability to work on multiple projects and tasks simultaneously, under varying deadlines, and prioritize as needed.
Commitment to professional growth and organizational excellence.
Ability to pick-up and carry 30 pounds.
Ability to travel throughout the year.
Job Type:
Full-time Pay:
$48,000.
00 - $50,000.
00 per year
Benefits:
401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance Schedule:
Monday to Friday Work Location:
Hybrid remote in Alexandria, VA 22314.
Estimated Salary: $20 to $28 per hour based on qualifications.
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