This job is accepting applications until 11 AUG 2023. Resumes may be sent to Chelsea Hamashin at [email protected] with the subject line “Event Registration Specialist Application.”
This is a Full Time position. Work is primarily remote, but desired location is Tampa, FL.
The Event Registration & Data Specialist reports to the Vice President of Marketing and Events. S/he is responsible for coordinating all aspects of online registration and onsite registration logistics for assigned events. The specialist will work closely with outside vendors, staffing agencies, as well as other members of the GSOF team to coordinate all registration-related matters.
Primary Responsibilities:
- Manage the registration process for attendees and exhibitors at assigned events
- Manage registration databases, communicate with participants, and coordinate with other event staff
- Responsible for the creation, quality assurance, and ongoing testing of multiple online event registration systems
- Ensure compliance with government/military data policies; oversee data sharing protocols
- Strategize with event teams and vendors to achieve registration goals
- Troubleshoot registration related issues
- Create onsite registration layouts and staging guide documents that provides all signage, internet, electrical & furnishing requirements
- Coordinate and finalize temporary staffing needs for assigned events
- Travel to events to manage onsite registration process and temporary staffing
- Assist in responding to incoming customer inquiries
- Responsible for processing payments and issuing refunds, as well as managing waitlists and coordinating on-site check-ins
- Develop and maintain regular registration reports, ideally as part of real-time dashboard
- Analyze all registration data on a weekly basis to highlight trends, including year-on-year comparisons, to influence marketing and operational activity
- Write and facilitate all correspondence related to invitations and justification letters for international attendees, VIPs, Defense Attache, etc.
Qualifications:
- Bachelor’s degree and at least 3 years of meeting and event experience
- At least 3 years of experience selling, coordinating, and scheduling multiple events simultaneously or experience in defense industry sales or business development
- Experience with CVENT, Impexium, and/or Google Suite desired
- Knowledge of information systems, including association databases, customer relationship management, data collection and analysis, and/or formal report development
- Self-motivated and proactive team leader with experience accomplishing prescribed goals with minimal supervision
- Experience handling high-volume, production-based projects, including prioritizing, organizing, and tracking details, effectively managing deadlines and multiple priorities.
- Impeccable attention to detail to ensure that all contractual commitments related to registration systems are met
- Willingness to learn and look for ways to improve processes to achieve greater efficiency in pre, during, and post planning phases. This involves taking the initiative to try new approaches and trusting one’s own professional judgment
- Demonstrate ability to communicate clearly, concisely, and effectively to express information in both written and oral context with internal customers, attendees, team members, and vendors
- Strong writing skills and a proven track record of developing professional and effective communications
- Ability to work remotely with a fast-paced, dynamic team
- Travel, both international and domestic, will be required (up to 15% of time)