APAP, the Association of Performing Arts Professionals, the largest national service and advocacy organization for the performing arts with more than 1,700 members, seeks a candidate for a Conference and Membership Associate.
The annual APAP|NYC conference is the world's premiere gathering of the performing arts presenting community, with five days of programming and professional development, a 370 booth EXPO Hall, showcases, networking and more.
Under the supervision of the Conference Director and the Membership Director, the Conference and Membership Associate is responsible for providing a range of administrative support to both the conference and membership teams as well as leading the volunteer program at the annual conference. The associate plays a key role in providing outstanding customer service by responding to front-line inquiries about both conference and membership via email, phone, mail, online etc. The Associate is responsible for supporting the Conference team with planning, logistics, and production of the annual January APAP|NYC Conference. The Associate supports the Conference and Membership departments and assists with tracking data, processing invoices, payments, and fulfilling other contractual obligations. The position requires the handling of documents and files for financial and general administrative support. The position also assists with the general upkeep and maintenance of the membership database. The ideal candidate will be a collaborative team player, with the ability to work across multiple departments within an organization.
Provide exceptional front-line customer service for both membership and conference teams; responding to inquiries via phone, email, etc.;
Coordinate the volunteer program for the APAP|NYC conference including recruitment, training and onsite management;
Assist Conference Department with conference timeline, staff tasks and onsite staff meetings;
Support the conference team in the planning, development and implementation of APAP|NYC: assist with scheduling, contract review, technology deployment, etc.;
Support the Membership Department in member retention and recruitment efforts; assist with processing membership renewals and new membership payments, assisting with lapsed member campaigns, and other day to day membership processes;
Assist with membership database and record management;
Provide administrative support to the organization’s conference website;
Maintain a database of conference and related programmatic information, and pre-conference data input to conference planning program;
Assist the with speaker contracts, A-V and facilities requests and honoraria payments;
Assist with the coordination of the shipping of conference materials to and from Annual Conference
*Note: All duties and requirements stated above are the essential job functions. This job description in no way states or implies that these are the only duties to be performed by the staff occupying this position. Staff members may be required to perform other job-related duties by their supervisor.
Requirements/Skills, Knowledge and Abilities:
Bachelor’s degree preferred.
At least one year of administrative or similar experience in a fast-paced environment. Able to work under pressure.
Excellent communications skills (verbal, written and electronic)
Demonstrated customer service skills and experience
Ability to work collaboratively or independently
Accurate, detail-oriented, flexible and well organized
Experience with e-communications and data management systems required
Experience with Web content editing
Familiarity with meeting planning programs and Microsoft CRM, a plus
Advanced level proficiency and solid measurable experience in a variety of computer software applications (Excel, Outlook, Word, PowerPoint)
Work experience in the creative industries, including the performing arts and in a national nonprofit organization preferred
Please send information along with compensation requirements and references to:
EMAIL: email@example.com with “Conference and Membership Associate” in the subject line
APAP, the Association of Performing Arts Professionals (formerly the Association of Performing Arts Presenters) is the national service, advocacy and membership organization for presenters of the performing arts. APAP is dedicated to developing and supporting a robust performing arts industry and the professionals who work within it. In addition to the annual APAP|NYC conference - the world's leading convening for the performing arts industry - APAP is the industry's leading community for networking and knowledge.