Events Associate

Position Summary

The Events Associate is a detail-oriented, customer-focused professional who plays a key role on the PCMA Events Team in the successful planning and execution of programs. The Events Associate assists with housing, registration, event logistics, travel coordination, shipping, maintaining planning documents, and managing the events calendar. As a member of a collaborative and critical team, the Events Associate brings energy, creativity, and problem-solving skills to every project. The Events Associate thrives in a fast-paced environment, contributes positively to team efforts, and is equally comfortable working independently to ensure deadlines and expectations are met.

Essential Duties And Accountabilities

• Serve as the primary staff liaison with the housing company for large PCMA events and manage housing directly for smaller events.
• Manage housing needs for staff, speakers, and VIPs across PCMA events.
• Act as the main coordinator with the event registration platform, including managing the registration inbox and providing timely, customer-focused support to attendees.
• Collaborate with team members on event logistics, which may include food and beverage, audio/visual, internet, hotel room drops, shipping, and supplies.
• Coordinate vendor and speaker travel through the designated travel agency.
• Oversee the Events Inbox, responding to both general PCMA inquiries and event-specific questions.
• Support post-conference tasks such as invoice reconciliation, budget tracking, and preparing post-event reports.
• Participate in planning visits and provide on-site event support as assigned.
• Represent PCMA with professionalism and a customer-first mindset in all interactions with internal and external stakeholders.
• Assist with additional event logistics and projects as requested by the Director of Events.
• Contribute to a collaborative, respectful, and positive workplace culture.
  
  

Qualifications

Knowledge, Skills, And Abilities

• Ability to maintain professionalism, discretion, and tact when engaging with diverse stakeholders.
• Willingness to travel and work outside of traditional office hours as required for events.
• Ability to remain flexible and perform well under pressure while meeting deadlines.
  
  

Minimum Qualifications

• Bachelor’s degree.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Comfort working with web-based platforms and ability to quickly learn new software (e.g., registration systems, project management tools).
• Strong organizational skills with the ability to manage multiple projects and priorities simultaneously.
• Collaborative team player with a positive attitude and problem-solving mindset.
• Strong verbal and written communication skills, with the ability to handle customer inquiries and resolve issues effectively.
• Demonstrated ability to work independently while also contributing to a team environment.
  
  

Physical Requirements And Environmental Conditions

• Ability to perform work utilizing a computer for extended periods of time.
• Ability to sit for extended periods of time in performing the work.
• Ability to walk for extended periods of time in performing the work.
• Ability to pull or push objects of varying weights in performing the work.
• Ability to grasp objects utilizing the fingers (fine motor manipulation).
• Ability to travel by air or ground transportation as required in performing the work.
• Ability to lift up to 15 pounds.