Conference Assistant

Cato Institute Conference Assistant
Location Washington, DC, USA
Application deadline 31 March 2023
Contract type Permanent
Hours Full-time
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The Cato Institute is a public policy research organization—a think tank—dedicated to the principles of individual liberty, limited government, free markets, and peace. Its scholars and analysts conduct independent, nonpartisan research on a wide range of policy issues. Founded in 1977, Cato owes its name to Cato’s Letters, a series of essays published in 18th- century England that presented a vision of a society free from excessive government power.

Those essays inspired the architects of the American Revolution. And the simple, timeless principles of that revolution — individual liberty, limited government, and free markets – turn out to be even more powerful in today’s world of global markets and unprecedented access to information than Jefferson or Madison could have imagined. Social and economic freedom is not just the best policy for a free people, it is the indispensable framework for the future. Cato Institute is an EOE.

The role

The Cato Institute seeks a Conference Assistant to support the department with the planning of 100+ meetings, seminars, conferences and special events. This position assists by preparing materials, overseeing onsite registration and managing the sales of book for inhouse events. The assistant reconciles budgets, prepares a variety of reports/calendars, and schedules event space with internal clients. This front-line position is often the first point of contact for attendees, sponsors and guests.

Key roles and responsibilities

  • Respond to incoming inquiries to the Conference Department, ensuring that all requests are promptly and correctly addressed.
  • Prepare event materials.
  • Manage the master calendar for inhouse meeting space in EMS.
  • Verify correct setup of function rooms before, during and after meetings.
  • Secure books from publishers and oversee sales during events.
  • Oversee onsite registration and the performance of interns.
  • Maintain accurate inventory of department supplies and equipment.
  • Review the documentation of department expenses and ensure accuracy.
  • Assist with booking travel.
  • Support department colleagues and perform additional duties as assigned.
  • Oversee small inhouse meeting space and acquire an understanding of catering, set up, and audio/video needs.

Experience and skills

  • One-year of professional work experience.
  • Be a self-starter with an eagerness to learn about meeting planning.
  • Must have a strong work ethic with an enthusiastic, positive attitude.
  • Attention to detail and accuracy is essential.
  • Proficiency in Word, Excel and Outlook required (Salesforce, Swoogo & EMS knowledge a plus).
  • Ability to work Monday-Friday at Cato headquarters and weeknights/weekends as needed.