We are seeking a Conference Associate to assist with management and support of a wide range of event planning, administrative, customer service, financial reporting and marketing activities. They will be part of a team that supports the National Council for Behavioral Health’s annual conference for 5,000+ attendees as well as smaller monthly educational trainings and other meetings/events throughout the year.
You hit the ground running and are a skilled team player who is comfortable in many roles and understand your job is the “utility infielder” for a busy conference team. You learn and adapt quickly and make it your mission to learn the jobs of your teammates. You thrive on establishing strong relationships with people and recognize that change for individuals and organizations is rarely a linear process. As such, you are able to read and react to real-time situations, assess when people need help and you take action to support all conference operations.
You are an adaptable and curious learner who is comfortable working in a fast-paced environment with multiple teams and projects.
As an insightful meetings associate, you are adept at building and maintaining healthy and productive relationships. You are organized, focused, and attentive to detail; you manage risk and timelines effectively
while communicating proactively and regularly with teams and conference attendees. You bring critical thinking and analysis to program content, act as a thought partner to multiple people and teams, have strong writing and verbal communications skills, and appreciate constructive feedback as a mechanism for professional development and personal growth.
Duties and Responsibilities:
• Collaborate with internal and external partners to create conferences and meetings which meet all goals, objectives and are aligned with National Council Core Values.
• Assist with development of smaller monthly educational trainings. Specific duties include: researching multiple meeting sites, coordinating the site selection process, negotiating and preparing hotel/AV contracts, confirming meeting details with internal departments and preparing event specification details for hotel including direct bill application, rooming lists (if applicable) and food and beverage requirements.
• Perform routine administrative functions as needed for conference and other meetings, coordinate work flow and process administrative paperwork.
• Respond to requests for information and provide assistance in solving a wide variety of problems, some of which are new and unusual and require interpretation, judgment, and initiative.
• Manage and help the conference team deliver on many deadlines
• Assist assigned programmatic staff liaison to gather all event specifics.
• Provide regular status updates within department and across teams as well as with external vendor partners to ensure changes, additions and details to all assigned projects correspond to established timelines and deadlines.
• Review all event invoices and billing requirements and reconcile bills ensuring timely and consistent payments as well as adherence to established budgets.
• Provide assistance with monitoring, responding to and delegating queries received in the conference email account and via the department phone line in an efficient and timely manner.
• Provide onsite registration assistance as needed to assigned meetings.
• Assist Exhibits/Sponsorship lead with Sponsor fulfillment and some Exhibit Hall management.
• Four-year college degree and 2-3 years of similar experience required, association/nonprofit experience preferred.
• Travel to on-site meetings and the ability to attend evening and/or weekend meetings. Travel is required approximately 1-2 times per year between 2 – 4 days per trip within the United States.
The National Council for Behavioral Health (National Council) is the unifying voice of America’s community mental health and addictions treatment organizations. A not-for-profit 501(c)(3) association, the National Council for Behavioral Health’s mission is to advance our members’ ability to deliver integrated healthcare. Together with our 2,900 member organizations, we serve our nation’s most vulnerable citizens — more than 10 million adults and children living with mental illnesses and addiction disorders. We are committed to ensuring all Americans have access to comprehensive, high-quality care that affords every opportunity for recovery and full participation in community life. To learn more about the National Council, visit www.TheNationalCouncil.org.