[Hiring] Conference & Events Associate @Democracy Alliance

Role Description

The Conference & Events Associate is an entry level position that supports administrative and digital components for the events team at Democracy Alliance, including small, mid, and large-scale virtual, hybrid, and in-person gatherings and conferences. These events are intended to grow the DA community, deepen existing relationships, facilitate collaboration between philanthropy and movement leaders, inspire ever-greater investment in the progressive movement, and provide a live demonstration of DA values, especially its commitment to racial, gender, and economic justice and a belief in the power of a just multiracial democracy.

This role will work closely with DA staff to ensure seamless integration of digital tools and platforms that enhance attendee engagement, accessibility, and overall event experience. The Conference & Events Associate will assist in the planning and execution of event-related technology, including virtual event platforms, registration systems, audience engagement tools, and post-event analytics. They will support the development of digital content, troubleshoot technical issues, and collaborate with internal teams and external vendors to ensure the successful delivery of high-quality events. Additionally, this role will contribute to refining digital event strategies by analyzing data, identifying trends, and recommending improvements to optimize future events. The ideal candidate is highly organized, tech-savvy, and passionate about leveraging digital solutions to create impactful and inclusive event experiences.

This position requires the ability to manage a high-volume workflow that covers multiple events and constituents simultaneously. The duties of this role include but are not limited to the following:

• Administrative Support: Assist with calendar management, expense reports and tracking, travel support inventory and supplies management for the Events Director and Manager; additionally tracks and monitors DA staff travel requirements and logistics.
• On-Site Support: Provide logistical support for all DA initiated events including but not limited to acting as a flexible on-site point of contact, executing urgent errands, escorting vendors to their setups, checking on room setups, and resolving real-time operational needs for senior staff.
• Digital Support: Build and manage a comprehensive registration portal within the organization’s selected event software; includes uploading custom invitation lists, managing complex registration access and tiers.
• Platform Management: Managing the event website and apps, includes creating and updating event content and logistics as needed and providing on-site troubleshooting.
• Data Pulls & Post-Event Surveys: Set up feedback forms, export raw registration and attendance data, and compile basic summary reports.
• Event Communications: Draft initial copy for event invites, registration confirmations, reminder series, know-before-you-go emails, and post-event thank-yous using established brand guidelines. This includes collaboration with staff, contractors and vendors on digital communications efforts relevant to DA’s events and overall communications calendar.
• Asset & Collateral Creation: Design basic promotional graphics, web banners, digital flyers, and printed event collateral using design tools (e.g., Canva).
• Vendor Management: Serve as the primary administrative bridge to the Operations team; submitting vendor invoices, gathering required tax forms (W-9s), certificates of insurance (COIs), and any other pertinent details to clear vendors for onboarding and ensure timely payment.
• Vendor Tracking & Contact Directory: Maintain an up-to-date master vendor log, tracking active contracts, payment schedules, point-of-contact details, and delivery/load-in deadlines.

Qualifications

• 2-3 years of event experience that includes being involved in the planning process and execution of mid to large scale events; specifically conferences.
• Graphic and web design experience, skills, and knowledge of best practices.
• Proficiency in Adobe Suite, including proficiency in Photoshop, Illustrator, and Premier and/or Canva Pro.
• Experience with CRMs, advocacy platforms, and/or digital fundraising platforms (such as Action Network, Salesforce, Whova).
• An understanding of, or ability to learn quickly, how to best apply digital strategy to shift within the political and national landscape.
• Familiar with the latest trends and best practices in the events logistical and digital landscape.
• Familiarity with advocacy and organizing campaign strategies and tactics and the ability to integrate digital tools into those efforts.
• Experience with statistical collection and analysis for regular updates and recommendations (e.g. for email and app program, tracking open and click rates, engagement).

Requirements

• Strong writing skills, including the capacity to translate complicated programming into accessible language.
• Strong customer service and attendee-focused mindset.
• Sound judgment and discretion when handling sensitive information and interacting with senior-level stakeholders and guests.
• Comfort learning and using event management, registration, CRM and collaboration platforms.
• Exceptional attention to detail.
• Comfort with working in a fast-paced and diverse environment.
• Ability to pivot and shift their focus and efforts based on management re-prioritization in response to external and internal changes.
• Ability to work productively with a remote team.
• Experience working collaboratively with external contracts and vendors.
• Ability to work collaboratively with the DA’s various teams, balancing and soliciting input from multiple internal and external stakeholders.
• Several years of experience running organic email campaigns, especially experience in using Salesforce and/or platforms such as Whova to communicate and engage audiences with events.
• Experience creating new websites and the content strategy around them, including using digital tools for promotion.

Benefits

• Comprehensive health, dental, vision, and life insurance, with DA covering 80% of a base health plan and multiple high-quality plan options.
• A 7% non-elective employer contribution to a 401(k) after six months, regardless of employee contributions.
• Four weeks (20 days) of PTO, paid sick leave, paid holidays, and two floating holidays.
• Two week-long office closures annually, plus Summer Fridays.
• A $165 per person monthly work-from-home stipend to support remote work expenses.