National Conference Assistant

Society of Asian Scientists and Engineers
Job Description
The Society of Asian Scientists and Engineers (SASE) is a non-profit 501(c)3 organization with a mission to support the advancement of Asian scientists and engineers in education and employment so that they can achieve their full career potential.  In addition to their professional development, the SASE also encourages members to contribute to the enhancement of the communities in which they live.
The National Conference Assistant (NCA) reports to and serves as the primary assistant to the National Conference Coordinator (NCC) and secondarily to SASE Executive Director (ED) for the National Conference.  The NCA will be responsible in assisting in planning, developing, coordinating for all aspects of the organization’s national conference. In addition to working closely with 3rd party vendor, this person will also work closely with the National Conference Committee team to develop and execute the national conference. The NCA will also be responsible for developing and maintaining corporate support for the national conference. 
NCA will work closely with technical, membership, collegiate and marketing committees of our organization, so strong communication skills are needed. Tasks require a strong attention to detail and exceptional communication skills since the team members are remote.  SASE is a virtual organization and all employees work from home. The NCC will be expected to have a work area with reliable internet at home.  The position is currently part-time and may be expanded to full time in the future.  The compensation is $19/hr.  There are 4 possible required travel time during the year (once every quarter)  All work related travel expenses will be paid for by SASE.  There are no extra benefits currently with this position.  Estimated work should average 20 hours per week, but will vary as needed (particularly increase as the national conference approaches, flexible hours: work evenings and weekends as needed). 
Responsibilities include but are not limited to:
  • Assist to create, develop, manage a timetable of activities (Plan) leading to the national conference
  • Assist to execute the Plan for the national conference with given resources
  • Work with 3rd party to support the national conference
  • Travel to the conference location for the planning and executing the conference (2-3 times a year)
  • Be at the National Conference before, during and after (up to 1 week)
  • Coordinate with NCC and National Conference Committee Chair and the volunteers to execute the Plan
  • Help maintain an up-to-date conference website
  • Oversee the special events committees within NC such as SASEbowl, SASEtank, and SASEhack
  • Send sponsor email blasts through MailChimp leading up to NC
  • Double check all NC room layouts and Banquet Event Orders onsite 
  • Communicate to various SASE stakeholders on progress of national conference
  • Develop an understanding of the corporate sponsors and their needs
  • Assist to track and report on all national conference metrics in summary report after 1 month of completion
  • Other responsibilities as assigned by the NCC or ED
  • Demonstrate a high level of integrity and personal accountability.
Basic qualifications:
  • Bachelor’s degree.
  • 2+ yrs experience in managing events (100+), this could include collegiate events (as a student)
  • Demonstrated execution skills developing strategies and action plans.
  • Demonstrated ability to prioritize work, manage multiple tasks and meet deadlines in a time-constrained environment
  • Ability to initiate and complete tasks with minimal supervision; be self-directed
  • Strong written and oral presentation skills.
  • Experience in using MS Word, Xcel, PowerPoint, Google online office products (Doc, Sheets, Slides, etc.)
  • Experience with updating websites
Desired skills:
  • Bachelor’s degree in business, marketing, hospitality management or sales
  • 2+ yrs experience in corporate relationship/sales
  • Experienced in a project management tool
  • Proven ability to develop collaborative working relationships with diverse individuals and organizations. 
  • Globally minded with experience working well across different countries and cultures.
  • Understand and have work experience with non-profit organization laws and regulations in the US.
  • Foreign language capability.
  • Passion, Integrity and Energy!
You can find out more information on our organization at