Committee Affairs Associate
Under the direction of the ACCJ Committee Affairs Senior Associate, the Committee Affairs Associate is responsible for handling all matters related to the efficient administration and coordination of the ACCJ’s committees and events. The Associate’s primary responsibility is to ensure committee excellence and support committee activities related to ACCJ’s four core pillars: Networking, Information, Advocacy, and Community. The Associate will act as the first point of contact for his or her designated committees, provide logistical support in the arrangement of programs and events, and assist and provide creative solutions related to technical aspects (including online streaming platforms, digital tools, and audiovisual equipment) of hybrid and virtual programs.
The Associate’s main responsibilities include, but are not limited to, the following:
● Act as first point of contact for committee leaders
▪ Answer any questions or concerns (including general inquiries and technical concerns).
▪ Proactively approach and engage inactive committees.
▪ Encourage committee leaders to experiment with different event formats.
▪ Provide committee leadership with ideas and alternatives in any aspect of event planning and/or committee administration
▪ Assist committee members in communications with each other.
● Arrange committee events (in-person, hybrid, and virtual) through all the following phases:
o Scheduling
▪ Find a suitable time and date for the event in consultation with committee leaders and speakers
▪ Update and maintain the ACCJ’s internal digital calendar
▪ Arrange and book venues and vendors
▪ Negotiate terms and conditions with venues and vendors
▪ Determine menus (as appropriate)
▪ Set event attendance fees based on ACCJ event pricing structures and venue/vendor agreements and in consultation with the Committee Affairs Manager when necessary.
▪ Proactively build relationships with venues, hotels and vendors when business opportunities arise.
o Publicity
▪ Support committee leaders in the development of event fliers
▪ Update event information on the ACCJ website and other designated platforms
▪ Disseminate event information in accordance with established practices
o Registration
▪ Take reservations and manage cancellations using the ACCJ’s database and/or any other necessary methods
o Logistics
▪ Provide speaker support whenever necessary or requested
▪ Host virtual meetings and events using video conferencing platforms
▪ Prepare and manage in-person and hybrid events, including:
● Coordinating any necessary equipment or supplies for the event
● Taking photos at events when necessary
● Managing the reception table
● Preparing, laying out and distributing food, beverages and materials as necessary and appropriate
▪ Take minutes/notes at meetings and events, when necessary.
o After-event procedures
▪ Confirm venue and vendor invoices and agreements match the ACCJ’s accepted terms and conditions
▪ Create, distribute, report on and archive the results of post-event surveys
▪ Work with Accounting to assure accurate fee collection from event participants
▪ Ensure that any ACCJ Office space used for an event is clean and ready for the next meeting or event
● Learn and adapt to new digital tools and online platforms.
● Take the initiative to learn about his/her portfolio of committees’ current industry issues and events.
● Support all ACCJ colleagues in their duties as necessary
● Liaise with other organizations as necessary
● Maintain event and committee records and keep an event archive of all digital materials related to each event
● Arrange, attend and otherwise support all large events (for example, Shinnenkai, Independence Day Celebration, Year-End reception, or any other major ACCJ event) as required
● Advise management of potential issues and problems
● Comply with and uphold all ACCJ and Committee Affairs Department best practices
● Answer general inquiries from committees
● Participate in office wide activities (staff meetings, training sessions, etc.)
● Participate in information systems’ maintenance, development, upgrades and enhancements
● Comply with all standards related to information systems and information security
● Carry out the above tasks and responsibilities for assigned committees as well as other committees, task forces, councils, forums, etc. of the ACCJ as required
Qualifications:
● Bachelor’s degree
● 2-3 years of experience in conference and/or event management, marketing, or related field
● Outstanding customer-service skills; member-centric mindset
● Strong organizational skills and ability to work efficiently
● Excellent project management skills with attention to detail
● Good troubleshooting skills
● Ability to multi-task and prioritize accordingly
● Ability to interact with senior level executives and business professionals
● Strong sense of professionalism and responsibility
● Strong written and verbal English communication skills (Japanese is a plus)
● Experience with planning virtual or hybrid events is a plus
● Ability to learn, adapt, and implement new digital tools and online platforms
● Basic knowledge of audio, video, and lighting for meeting and event purposes
● Ability to operate video conferencing applications (Zoom, WebEx, Microsoft Teams, Google Meet)
● Experience with streaming software (YouTube, Instagram, Facebook Livestream) is a plus
● Proficient in MS Office tools (Word, Excel, PowerPoint) and Google Workspace.
● Frequently remain in a stationary position for extended periods, and occasionally move and transport heavy materials weighing up to 50lbs. *
*All physical demands described are essential to the performance of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
How to Apply: Submit your resume and cover letter via the form below