Annual Meeting Assistant (Short-term)

DEPARTMENT:     Clerk's Office

SUMMARY

The Annual Meeting of The Mother Church is held every year in accordance with Article XIII, Section 1 of the Manual of The Mother Church. Each meeting is unique and inspiring, and though the Manual only requires Church officers and the Committee on Publication manager to attend, for many years it has been an opportunity for Mother Church members around the world to come together in Boston to connect with each other and feel strengthened by the healing demonstrations and Field reports shared.

The Annual Meeting Assistant provides prayerful and metaphysical support for the preparation of the Annual Meeting of The Mother Church. The individual assists in the preparation, set-up, and break-down of Annual Meeting, including administrative duties, management of volunteers and staff, and coordinating the lodging of employees and attendees. The position is part time for approximately five months, from mid-January to early/mid June.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Supports planning, communication, and logistic needs (45%)

• Prepares invitation letters for international visitors
• Assists with updating and proofreading copy for the website, weekend program, and other locations as needed
• Supports with volunteer meals throughout the weekend
• Coordinates hotel and dorm reservations for Annual Meeting attendees and speakers
• Manages relationship with hotel and dormitory and is their main contact for all administrative and logistical details
• Responds to incoming emails and phone calls in a professional and timely manner, including tracking down appropriate answers. This includes providing travel and accommodation guidance for Annual Meeting attendees.
• Manages lodging email inbox
• Drafts communications for attendees related to lodging and other emails on behalf of Annual Meeting Coordinator as requested
• May assist with outreaching and scheduling of volunteers
• Organizes and purchases supplies for Hospitality, Childcare, Care team, ushers
• Other support needs as requested

Manages and maintains lodging registration data (35%)

• Manages spreadsheets with lodging information and room availability
• Regular maintenance and updating of data
• Collaborates with the Treasurer's office to ensure information shared with hotel and dorm contacts is accurate and up to date
• After Annual Meeting, reconciles final hotel/dorm invoice to our final reports to ensure accuracy

Reporting (10%)

• Creates regular reports regarding lodging status for Annual Meeting team

Annual Meeting Weekend Support (10%)

• Is the main contact for lodging questions over the weekend
• Available on-site to serve in the hospitality desk, event registration, and dormitory lobby
• Supports other Annual Meeting set-up and break-down work, as needed
• Assists with weekend set-up (signage, seating, supplies for Care Rooms)
• Tracks and organizes Annual Meeting inventory
• Assists Hospitality Team and activities, including serving as a hospitality host when needed

STAFF MANAGEMENT AND JOB CONTACTS

Reporting Relationships
Supervisor: Annual Meeting Coordinator
Supervises: None

Regular Contacts
This position works closely with the Annual Meeting core team. It has regular contact with the Treasurer’s Office and employees in TMC and CSPS departments.

JOB REQUIREMENTS

Time frame
Approximately 5 months

Hours

• First month - Approximately 15-20 hours a week
• Following months - Approximately 20-30 hours, depending on the volume of work
• Week or two before Annual Meeting and Annual Meeting day - 30-37.5 hours. This includes working long hours on the Sunday prior to Annual Meeting.

Education/Experience
A Bachelor's Degree or equivalent experience is required with an additional 2 - 3 years of office experience preferred.

Knowledge/Skills
Strong written, verbal, and technical skills. Strong event planning, organizational, and customer service experience. Must handle conversations graciously and professionally. High understanding of confidentiality. Above all, must have metaphysical maturity.

Technology Skills
Comfortable with various technology platforms (e.g. Google Docs and Sheets, MS Office, Trello, Slack, etc.) and can easily learn new software tools as needed.

Work Environment
This position is Boston-based and works a hybrid work schedule in an office environment.

Engagement with Christian Science
Membership in The Mother Church required; Primary Class instruction preferred.

Pay range: $30.76 - $39.99 hourly

The pay ranges disclosed in our job postings are the compensation ranges the Church reasonably and in good faith expects to pay for a given position at the time of posting.

The offered salary will be determined by factors such as the applicant’s relevant education, experience, knowledge, skills, abilities; and benchmarking, work location, and internal equity.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

Salary : $31 - $40