CAREERS & INTERNSHIPS

CHMS is bringing aboard new clients and is seeking highly motivated individuals with exceptional interpersonal, organizational and communication skills to join our growing team.

Seeking Administrative Assistant

Capitol Hill Management Services (CHMS) is seeking a highly motivated individual with exceptional interpersonal, organizational and communications skills to join our growing team as an Administrative Assistant (full-time).

CHMS has been providing quality association management services to organizations for over 35 years. We have an established record of success in providing administrative solutions to national, statewide and regional professional and non-profit associations.

The Administrative Assistant will work at the direction of a Senior Association Manager to provide support services to our team of Association Managers who serve a variety of association clients. Duties will include maintaining client membership databases, assisting with conference/event planning and implementation, providing support for large mailings, scheduling appointments, as well as general clerical duties, such as answering member requests, scheduling meetings and copying.

This is a full-time position. Salary is commensurate with experience.

The schedule is Monday-Friday with work hours of 8:30 AM to 5:00 PM. Preferred candidates will have a positive attitude, ability to multi-task, record of successful employment, experience in fulfilling administrative duties, and knowledge and experience with Microsoft products, including Word, Outlook and Excel.

Salary is contingent on experience. Interested candidates should send cover letter, resume, and salary requirements via e-mail only to: [email protected].

Seeking Staff Accountant

Due to the growing client base Capitol Hill Management Services, Inc. currently has an opening for a Staff Accountant in our Albany, New York Office.

Role/Purpose

The Staff Accountant reports to the Controller and works with accounting team. Maintains and controls the General Ledger accounts and business transactions of clients, analytical work and thorough review of financial records.

Duties & Responsibilities

Assist the Controller with the day-to day, monthly and year-end operations of clients including grant management and budget review and analysis.
Perform the processing and recording of accounts payable transactions and ensure that all invoices and staff reimbursements are paid accurately and in accordance with Finance policies and procedures of clients.
Manage the processing of cash receipts, recording of revenue and receivable and work closely with account executives and clients to ensure that revenues and receivables are recorded and reconciled properly.
Process bank deposits remotely.
Perform general accounts analysis and reconciliations including bank reconciliations.
Assist in the preparation of financial reports such as financial statements, budget performance, and interim grant financial reporting for clients.

Skills & Competencies

Monitor and collect data to assess accuracy and integrity.
Strong organizational skills and ability to prioritize workload in order to meet tight deadlines in a fast-paced and dynamic work environment.
Excellent analytical and problem-solving skills
Be able to demonstrate attention to details and good-record-keeping
Proficient in Microsoft Office with expertise in excel.
Hands-on detail-oriented tasks.
Team player and can collaborate with other teams in the organization.
Excellent communication skills, written and verbal, with the ability to clearly communicate issues to all levels of management.
Must have experience with QuickBooks

Education

Associates degree required, bachelors preferred.

Compensation is based on background and experience and includes benefits.

Interested candidates should send cover letter, resume, and salary requirements via e-mail only to: [email protected].

Seeking Meeting & Event Planner

Capitol Hill Management Services (CHMS) is seeking a successful, creative and enthusiastic, entry level Meeting & Event Planner to join our growing team in our Albany, New York Office.

CHMS has been providing quality association management services to organizations for over 37 years. We provide a variety of services for a wide range of private and non-profit clients, including major event planning services (conventions, conferences, trade shows, symposiums, meetings and special events). CHMS is growing and adding new clients across the country.

The Meeting & Event Planner, works in conjunction with the Director of Conferences and Meetings and with Association Managers, to produce client events from conception through completion.

Duties include:

• Event planning, design and production
• Managing all project delivery elements within established time limits.
• Liaise with Association Managers and client leaders to identify needs and ensure client satisfaction.
• Conduct research, gather information and Input information on Excel Spreadsheet for comparison.
• Provide feedback and periodic reports to stakeholders.
• Propose ideas to improve provided services and event quality.
• Assist Association Managers in managing event details, such as set-up, catering, transportation, location, décor, equipment, promotional materials, etc.
• Proactively handle any arising issues and troubleshoot any emerging problems throughout the planning process.
• Travel and assist Association Manager at certain client events, 25% travel required

Desired Qualifications

Bachelor’s degree in event management or related field, with desire to learn the event and meeting planning industry. The ideal candidate will also possess: excellent time management and communication skills, be well-organized, detail-oriented, personable, flexible and customer-focused. We are looking for a self-starter with ability to work independently, simultaneously manage multiple projects, and meet tight deadlines, excellent writing and editing skills and willingness to travel. Candidates should also have experience with Microsoft products and Adobe.

Salary is contingent on experience. Interested candidates should send cover letter, resume, and salary requirements via e-mail only to: [email protected].

Event Assistant

Capitol Hill Management Services, Inc is seeking a highly motivated individual with exceptional interpersonal, organizational and communications skills to join our growing team per diem as needed, as an Event Assistant (per diem, part-time). CHMS produces over 250 conventions, conference, tradeshows, symposia and other special events nationwide each year. For our more than 50 clients, these events serve as a main source of annual revenue and bring progress and education to a wide array of industries and disciplines.

The Event Assistant will work directly with the CHMS Conference and Meeting Planning Department, and the schedule will be assigned based on client event needs and event location. Preferred candidates will have a positive attitude, ability to multi-task, record of successful employment, experience in fulfilling administrative duties, and knowledge and experience of good customer service.

Duties will include but are not limited to:

Greeting a client’s Board of Directors and Committees in a professional manner
Greeting and communicating with event attendees in a professional manner
Organizing and staffing registration tables
Supporting exhibitor and vendor arrangements
Assembling programs and name badges
Assisting with education and accreditation activities
Assembling and dismantling marketing displays
On site clerical needs (making copies, scheduling meetings, etc)
Lifting and arranging supplies and parcels up to 40 lbs.

This is a per diem, part-time position, the most demanding times being March-June and September-November. The starting hourly rate is $11.00/hour based on experience. This position will require travel to events mainly in New York and the East Coast, and the Event Assistant will be asked to comply with the CHMS staff travel schedule as needed.