Part-Time Conferences And Events Assistant

Location: Rockville, Maryland
Job Type: Part-Time Contract (20-25 hours per week)
Compensation Range: $40 - 45 per hour

Our client is looking for a dynamic and organized individual with a flair for event planning and logistics to join their team as a Conferences and Events Assistant!

As a Conferences and Events Assistant, you will play a pivotal role in supporting the planning, logistics, and promotional efforts tied to the company's priority conferences and external-facing events. Collaborating closely with cross-functional teams within Marketing & Communications, as well as stakeholders from Business Development and various technical accounts/research portfolios, you will ensure that the capabilities, focus areas, and tools shine in the market

The ideal candidate is excited about contributing to the success of impactful conferences and external-facing events, and has a passion for collaboration, attention to detail, and a knack for raising visibility in the market.

Responsibilities:

Conference Planning:

• Maintain and update the overall conference calendar, confirming participation and crucial details in collaboration with Marketing Partners.
• Develop and refine conference planning timelines, ensuring smooth execution of tasks.
• Work with Brand & Marketing Analytics Lead to compile conference-specific reports and metrics.
• Compile session participation details accurately and provide final lists to Marketing Partners and Creative Services.
• Collate feedback and metrics into summary reports to inform future planning.

Exhibit Management:

• Manage show services and branded giveaways, coordinating shipping arrangements and post-conference reconciliation.
• Collaborate with Creative Services and Marketing Partners to design booth graphics and conference-specific collateral.
• Confirm shipping arrival dates and oversee booth staffing coordination.

Conference Promotion:

• Coordinate final orders for giveaways, promotional brochures, and collateral printing.
• Evaluate and schedule pre-show promotion strategies, including landing page creation, social media campaigns, emails, and other media types.
• Engage channel managers for promotional requests, coordinating with Creative Services on advertisements.

Posters and Presentations:

• Collaborate with Graphic Designers on creative services presentations requests.
• Coordinate expected posters and presentations for upcoming conferences, tracking the conference calendar.
• Ensure seamless communication with stakeholders regarding conference materials.

Miscellaneous:

• Manage and track inventory and distribution of conference assets, including booth graphics, collateral, giveaways, and display materials.
• Travel as needed to support key conferences, pending confirmation.
• Keep the Conferences & Events Lead updated on conference activities, successes, and challenges.

Qualifications:

• Capability to manage concurrent projects and work independently or collaboratively.
• Understanding of promotional channels - including social media, web, and events.
• 2-3 years of conference management and/or B2B marketing preferred.
• Experience using Adobe PS and/or Illustrator, HubSpot and/or workflow management tools - Jira or Trello would be a bonus but not required.
• Creative Briefs
• Skills:
  • Creative Briefs

JOBID: 1022802
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Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

At Cella, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact [email protected].

Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including health, an incentive and recognition program, and 401K contribution (all benefits are based on eligibility).




For certain assignments, Covid-19 vaccination and/or testing may be required by Cella's client or applicable federal mandate, subject to approved medical or religious accommodations. Carefully review the job posting for details on vaccine/testing requirements or ask your Cella representative for more information.