Events & Exhibitor Assistant

Position Summary

 The full-time Events & Exhibitor Assistant is expected to provide support to the Manager, Events and Exhibitor Specialist with department administration, exhibitor administration, and conference logistics. The role is best filled by an individual who has broad administrative support knowledge, skills in organization and communication, and experience with customer service, reasoning, and decision-making within a structured, process-oriented context. Under the direction of the Manager, Events, this role is responsible for:

  • Conference Administration Support
  • Exhibitor Administration Support
  • Logistics Support

Essential Functions

  • Conference Administration Support:
    • Performs clerical duties, such as filing, tabulating, data entry, photocopying, research, taking meeting minutes, and creating spreadsheets.
    • Develops conference maps, floorplans, meeting schedules, and documents as needed.
    • Responsible for processing, tracking, and reporting complimentary conference registrations.
    • May provide support with travel arrangements and accommodations for IFM staff, presenters, educators, and other third parties.
    • Acts as a support resource and point of contact for departmental administrative issues and tasks and refers related issues to the appropriate personnel.
  • Exhibitor Administration Support:
    • Manages and tracks exhibitor inquiries and requests with a high level of customer service.
    • Coordinates, documents, and maintains exhibitor database.
    • Creates and updates forms and tracking spreadsheets.
    • Supports Exhibitor Specialist with projects as needed.
  • Logistics Support:
    • Responsible for planning, scheduling, packing/unpacking, tracking, and managing inventory for all conference supplies and shipments, in collaboration with other IFM departments.
    • Collaborates with department team members to assist with set-up, testing, and troubleshooting technology systems used at conferences, including name badge, lead retrieval, point of sale, and conference app.
    • On-Site: As needed, provides support with set-up and take-down of conference materials and equipment, registration, sales, customer support, and post-event follow-up and evaluations.

Other Functions:

  • Understands IFM’s policies and practices and implements across all functions; communicates policies and practices clearly while providing excellent partner service.
  • Adjusts to changing priorities and responsibilities as project and program demands grow and develop.

Job Specifications

Experience, Education, Licenses, and Certificates:

  • Associates degree required
  • Undergraduate degree in business, administration, communications, or related field preferred
  • Previous work in a professional office environment required (one-year minimum)
  • Previous work in events or conferences preferred (one-year minimum)
  • Previous work in sales or sponsorship preferred
  • Previous work with multi-state, multi-office coordination preferred
  • Demonstrated interest in education, health, life, or nutritional sciences preferred

Skills Required:

  • Demonstrated proficiency with MS Office Suite; willingness and ability to adapt to and learn new technologies and software
  • Ability to work independently and inquire for clarification as appropriate
  • Enact skillful dialogue, discussion, and inquiry over the phone, in person, and via electronic media and across multiple geographical locations
  • Must be able to collaborate on communication processes, goals, schedules, and outcomes
  • Must be able to make decisions guided by policies, procedures, and business plans
  • Must be able to compute, record, balance, check results for accuracy, analyze, and interpret numerical data for reporting purposes
  • Must be able to receive guidance/oversight from the Manager, Events and Exhibitor Specialist

Equipment Operated:

  • Computers/Peripherals/Hardware: Computers, phones, printers
  • Software: Microsoft Office Suite (Outlook, Word, PowerPoint, Excel), CRM, Box 

Physical Requirements:

  • Must be able to lift, move, carry, push, and pull up to 50 pounds.

Mental Requirements:

  • Comprehension: Ability to remember, collaborate, explore solutions, understand, and communicate routine, factual information and instructions from others. Must be able to grasp broad concepts and ideas to formulate action items.
  • Organization: Ability to organize and prioritize own work schedule and the work schedules of others on a short- and long-term basis.
  • Reasoning & Decision Making: Ability to make decisions that have a moderate impact on the immediate work of the Medical Education Department and on the department’s credibility internally and externally.
  • Communication: Ability to communicate utilizing a telephone, in-person, via electronic media, and before departmental leaders. Ability to compose materials, to make formal/informal written documents, and to express/exchange ideas.
  • Mathematics: Ability to compute, analyze, and interpret general numerical data for reporting purposes.
  • Creativity: Ability to produce or conceptualize elements of innovation, utility, and imagination toward self-improvement, insight, or reflection. 

Travel: 5% (AIC, one to two other domestic programs)

To Apply

Please submit your resume and cover letter to hr@ifm.org.