Convention & Meetings Associate

We are currently in search of a Convention and Meetings Associate for a National Assocation. The position is Hybrid in Washington, DC. This is a full-time, temporary position.

ORGANIZATION TYPE: National Association

LOCATION: Washington, DC – Hybrid)

POSITION TITLE: Convention Associate

SCHEDULE: 40 hours/week

DURATION: Temporary (2-4 weeks)

HOURLY RATE: $28.00 - $32.00

The Convention & Meetings Associate will provide operational and administrative support during a high‑volume pre‑convention planning period. This temporary role serves as the primary operational point of contact for convention logistics, vendor coordination, and program scheduling support. Candidates must be comfortable managing competing deadlines, working independently, and ramping up quickly.

Our Ideal Candidate:

• 3–5 years of experience in meeting planning, convention management, association management, or related fields.
• Bachelor’s degree in hospitality, communications, business, or related discipline.
• Strong organizational skills and ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Office Suite; experience with project management tools a plus.
• Excellent written and verbal communication skills.
• Ability to work independently and exercise sound judgment.
• Professional, service‑oriented demeanor with strong attention to detail.

Preferred Qualifications

• Experience with abstract management systems (X‑CD preferred) or event registration platforms.
• Familiarity with exhibit hall or sponsorship coordination.
• Background in nonprofit or scholarly association environments.
• CMP or similar credential.

Key Responsibilities

Convention Logistics & Vendor Coordination

• Serve as the primary operational point of contact for venue and vendor communications.
• Track open vendor action items and follow up to ensure timely responses; escalate scope, cost, or commitment questions as needed.
• Review and organize vendor contracts, service agreements, and deliverable timelines.
• Coordinate planning workflows, including session scheduling, food & beverage and event space request forms, and print program vendor coordination.
• Manage interest group food & beverage and event space submissions; track and follow up as needed.
• Support the additional slot request process, including tracking First VP decisions and coordinating follow‑up scheduling.
• Assist with ancillary meeting and governance event coordination.

Program & Session Management

• Work in the X‑CD abstract management system to support active session scheduling.
• Coordinate the program planner and staff session schedule verification process; serve as the primary point of contact for planner questions.
• Support drafting and sending acceptance/decline notifications ahead of the July 1 deadline.
• Track outstanding program decisions and data accuracy issues.

Administrative & Scheduling Support

• Monitor and manage the convention team inbox; triage inquiries and respond to routine correspondence.
• Manage scheduling for internal meetings, committee calls, and vendor check‑ins.
• Maintain project trackers, timelines, and planning documents.
• Organize digital files, correspondence, and convention planning records.
• Draft and send routine outbound communications on behalf of the convention team.
• Prepare reports, summaries, and briefing materials for the Senior Director.

We’d love to hear from you.

If this sounds like the job for you, we would love to help make that happen. Please apply using the link below.

For more information about Careers In Nonprofits and our other available opportunities and workshops, please visit our website at www.careersinnonprofits.com.

Careers In Nonprofits is an equal opportunity employer. Empowered by the #ILoveMyJob mission, we celebrate diversity and are committed to creating an inclusive work environment within the nonprofit sector.

Due to the high volume of applications we receive, we regretfully can only respond to those candidates who best meet the requirements of a specific position or whose backgrounds are generally applicable to our client base. Please rest assured that we retain all candidate information for possible future matches, even if you do not hear from us in regard to your application in response to this ad.