Conference Assistant

Title:                      Conference Assistant

FLSA:                    Non-Exempt

Classification:    Full-Time, 40 hours

Reports to:          Director of Conferences

Supervises:         N/A

Compensation & Benefits:

•  Salary Range - $38,000 – 40,000
• Health, Vision, and Dental Insurance, heavily subsidized for staff and family
• Paid Vacation and Sick Leave
• 401k plan with a 6% match after the first three months

 The Conference Assistant is responsible for supporting Conference Department projects and priorities. In addition, this position coordinates and collaborates with other AWP staff members on tasks throughout the entire conference cycle. The assistant is responsible for maintaining good professional relationships with the AWP membership, conference attendees, exhibitors, sponsors, AWP Board of Directors, media, staff, and interns.

Key Responsibilities:

 Conference Support:

• Manage the conference@awpwriter.org inbox;
• Assist department with customer service, including events, bookfair, and registration inquiries during various project-intensive periods;
• Assist with eShow database management across events, bookfair, and registration modules;
• Manage and maintain the offsite event submission form and offsite event listing, including corresponding customer service;
• Facilitate virtual conference programming, including scheduling recordings, recording content, captioning, and other post-recording processes;
• Communicate with internal or external video editor, including providing detailed editing notes and ensuring video edits are correct;
• Facilitate the captioning of all video content for virtual conference programming, including spot-checking captions and coordinating specialized captions (i.e. events centering on non-English languages that may not be accurately captioned such as indigenous languages);
• Coordinate with pro-forma participants, including Sober AWP, Yoga for Writers, and author portraits;
• Facilitate the annual scholarship program;
• Gain familiarity with Americans with Disabilities Act (ADA) and competency with AWP’s accessibility services to support department priorities, including pre-planning and onsite support, and compiling and ordering all accessibility materials for onsite use;
• Create featured presenter book list for official bookseller;
• Assist with other tasks as reasonably assigned by the Director of Conferences.

Communications & Media

• Facilitate conference communications both internally and externally, including overseeing department Asana projects, MailChimp, Newsletter postings, conference-related Writer’s News and Writer’s Notebook pieces, social media, and other marketing;
• Liaise with the Communications Department for conference social media announcements and graphics, including bookfair spotlights, featured events, and other conference promotions and campaigns.

Onsite Responsibilities:

• Draft and compile onsite scheduled social media postings in collaboration with Director of Conferences and Communications Manager;
• Provide featured event support, including resetting featured ballroom stages, setting signs;
• Manage any onsite promotions run by AWP, including giveaways, photo booth, or others;
• Provide support for the ADA Services desk;
• Monitor social media as possible;
• Provide additional organizational support as reasonably assigned by the Director of Conferences.

Relationships:

• Report directly to the Director of Conferences.
• Work in close collaboration with the entire Conference Department and Communications Department.
• Coordinate as needed with all other AWP staff.

 Qualifications

• Bachelor's Degree
• 2+ years events and/or marketing, or public relations experience
• Meticulous attention to detail
• Advanced knowledge of Microsoft Office products
• Strong project management skills
• Must be a self-starter and motivated to work with minimal supervision
• Exceptional verbal and written communication skills
• Customer-service oriented
• Ability to operate in a fast-paced, dynamic environment
• Ability to prioritize and successfully guide multiple projects to completion
• The Conference Assistant must be available to attend and support the organization’s annual conference, which is a mandatory component of the role. Travel and extended hours may be required during the event.
• Must work in one of the following states or ineligible for hire: CT, MD, NC, NH, OH, OR, PA, TX, VA

Work Environment and Physical Demands

• Work involves potential pressures generated by volume of work, frequent interruptions, seasonal work periods, and irregular hours to meet deadlines and achieve objectives
• Work includes speaking, listening, reading, extended periods of computer operation, possibly sitting for long periods, and some travel.
• This is a full-time position that is currently remote

Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Background of the Organization

As a national association of creative writers and writing programs, AWP brings together independent writers, academic writing programs, journals, presses, and arts organizations, united by a love for the literary arts. In addition to hosting the largest annual gathering of writers in North America, AWP builds supportive communities through its extensive website, thriving mentorship program, and magazine dedicated to the craft of writing.

AWP is a 501(c)(3) nonprofit organization founded in 1967. Our mission is to amplify the voices of writers and the academic programs and organizations that serve them while championing diversity and excellence in creative writing.

As an equal opportunity employer, AWP encourages all applicants and is dedicated to the creation and nurturing of a workplace environment in which everyone feels valued as a dignified member of the community of writers, regardless of race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information. AWP is committed to having a workforce that reflects the diversity of the population it serves at all levels within the organization.

 For more information on the Association of Writers & Writing Programs, please visit www.awpwriter.org.

awpcareers@awpwriter.org