Careers

Position Available

Reports to: Chief of Staff

This position is based in Washington, D.C. There is no option to telecommute.

General Statement of Duties

Responsible for coordination of meetings and conferences and working on special projects. Serves as main point of contact for Hall of States Reservations (HoS). Works in tandem with Chief of Staff and General Conference Coordinator on room assignment sync matrix. Duties also include typing, filing, scheduling, answering non-routine correspondence and assembling highly confidential and sensitive information. Deals with a diverse group of important external customers, association visitors and internal contacts at all levels of the organization. Exercises independent judgment required to plan, prioritize, and organize diversified workload, and recommends changes in office practices or procedures by performing the assigned duties. Must be able to multi-task and operate in a fast-paced environment.

Essential Duties and Responsibilities

Assists with all functions related to the General Conference such as planning, food and beverage, shipping and extensive administrative duties.
Prepares requisitions, purchase orders and invoice requests for the annual General Conference.
Coordinates with the Support Service Manager to ensure HoS is set up and that all reasonable requests from NGAUS guests are executed.
Works independently and within a team on special non-recurring and ongoing projects and acts as a project manager for special projects, at the request of the chief of staff, which may include planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, and creating brochures.
Types and designs general correspondences, memos, charts, tables, graphs, and business plans as well as proofread copy for spelling, grammar, and layout, making necessary changes. Maintains responsibility for accuracy and clarity of final copy.
Conserves the Executive's time by reading, researching, collecting, and analyzing information as needed in advance.
Coordinates presentations or project meetings (including schedules, invitations, correspondence, and room reservations), formatting presentations (ex. PowerPoint), and create or update meeting handouts and materials.
Operates audio/visual systems in the Montgomery Room and Hall of State as required.
Prepares and runs Microsoft PowerPoint presentations during the Board of Directors' (BoD) meetings. Assist the NGAUS chief of staff to contract hotels for quarterly BoD meetings.
Maintains the master calendar, staff rosters, phone extensions and office lists to ensure accuracy.
Travel as required (l0%)
Organizes and prioritizes large volumes of information and calls.
Performs other duties as assigned.

Qualifications, Skills and Experience

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and/or ability needed. NGAUS may make reasonable accommodations to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills, and Other Abilities

Prior event planning experience
Technical capacity
Personal effectiveness/credibility
Organizational acumen
Collaboration expertise
Ability to work independently on assigned tasks and to accept direction on given assignments
Stellar communication skills
Ability to maintain prompt and regular attendance
Performing duties outside normal working hours may be required

Education/Experience

Bachelor's degree preferred and one-year related experience and/or training, or equivalent combination of education and experience. Prior event planning experience required.

Applications

All interested and qualified should send cover letter, resume and references to cheryl.young@ngaus.org by close of business (5 p.m. EST) on Oct. 31, 2024.