TO APPLY: Email your resume to Chelsea Hamashin, VP of Marketing and Events, at [email protected].
The Registration Specialist reports to the Vice President of Marketing and Events. S/he is responsible for coordinating all aspects of online and onsite registration for assigned events. The specialist will work closely with outside vendors, staffing agencies, as well as GSOF team members.
Location: Remote with ability to travel up to 10% of the time
Primary Responsibilities:
- Lead for all aspects of registration for: SOF Imperatives, Special Air Warfare Symposium, Modern Warfare Week, and Indo-Pacific Irregular Warfare Symposium
- Support for registration requirements at all other events
- Manage the registration process for attendees and exhibitors at assigned events
- Manage registration databases, communicate with participants, and coordinate with other event staff
- Develop security processes related to attendee vetting, registration approvals, badging requirements, and onsite security procedures
- 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
- Determine requirements, hire, train and manage onsite registration temporary staffing needs
- 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
- Post-event AAR reporting, to include demographic breakdown, revenue, and other analysis as necessary
- Write and facilitate all correspondence related to invitations and justification letters for international attendees, VIPs, Defense Attache, etc.
Desired 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 10% of time)
Desired Software:
- CVENT or similar event management software desired
- Google Suite, especially Docs, Sheets, and Slides
- Monday.com or similar task management system
- Microsoft Office 365
- Impexium or other Association Management Systems (AMS)