Conference Coordinator & Membership Assistant

Overview

We are looking for a highly organized, proactive, and customer-focused Conference Coordinator & Membership Assistant. This position is responsible for supporting the planning and execution of conferences, workshops, meetings, and member-oriented events, as well as maintaining excellent relationships with existing and potential members. The ideal candidate will ensure seamless event delivery, accurate membership management, and responsive member support.

Key Responsibilities

• Plan and oversee conferences, workshops, meetings, and other related member events from inception to completion.
• Create event schedules, coordinate budgets, manage registration and invitations, develop agendas, and compile necessary event materials.
• Communicate and negotiate with venues, suppliers, speakers, sponsors, and exhibitors.
• Handle participant registrations and address attendee inquiries professionally.
• Provide on-site assistance during events and promptly address any operational challenges.
• Support member recruitment, induction, renewal, and retention efforts.
• Ensure membership records are up to date by managing the membership database accurately.
• Respond promptly and professionally to member requests and queries.
• Prepare communications, reports, presentations, and documentation relevant to membership and meetings.
• Assist with the organization of committee and board meetings including scheduling, preparing documents, and following up on action points.
• Collect participant feedback and generate post-event and membership reports.
• Carry out general administrative tasks as needed.

Qualifications and Skills

• Possess a diploma or bachelor’s degree in Event Management, Business Administration, Communications, Hospitality, Marketing, or related disciplines.
• Have a minimum of two years’ experience in event coordination, membership services, customer service, or administrative roles.
• Exhibit strong organizational capabilities with the aptitude to manage multiple tasks and deadlines effectively.
• Communicate clearly and competently both in writing and verbally.
• Demonstrate excellent interpersonal and customer service skills.
• Be proficient in Microsoft Office or Google Workspace; familiarity with CRM or membership management systems is a plus.
• Show high attention to detail and strong accuracy in record keeping.
• Work well independently and as part of a team.
• Fluent in English with additional knowledge of Kiswahili considered advantageous.
• Available to work occasional evenings or weekends as required by events.