Assistant, Convention and Events

Assistant, Convention and Events

Our client is seeking an organized and proactive Conventions and Events Assistant. This vital role involves managing the complete registration lifecycle and providing comprehensive meeting planning support for several high-profile annual events and programs. The ideal candidate will be a self-motivated professional with outstanding communication skills and a commitment to delivering seamless event experiences. 

Key Responsibilities:

Database and Registration Management:

• Oversee and ensure the accuracy of online registration data entry and system integrity.
• Manage event-specific email communications, responding to inquiries promptly and professionally.
• Process diverse meeting registrations (online, mail, email, phone).
• Create and manage event setups within the organization's event/membership database (e.g., Fonteva, Salesforce, or similar CRM/AMS experience is a plus).
• Develop and execute detailed registration configuration plans.
• Draft and update automated event order confirmation emails.
• Manage all aspects of attendee registration, including potential on-site support.
• Diligently track pending payments and coordinate collection efforts, including on-site if necessary.
• Collaborate with marketing and communications teams to produce attendee rosters and registration materials.
• Generate and distribute regular registration reports to internal stakeholders.
• Prepare financial reconciliation reports (e.g., balance due) for event finalization.
• Process registrations for VIPs, speakers, and special guests according to established protocols.
• Liaise with the finance department for invoicing, refund processing, and vendor payments.
• Maintain accurate records of all complimentary registrations and credits, providing summaries as needed.
• Support senior event staff with various administrative and logistical tasks.

Meeting & Event Planning Support:

• Coordinate and manage logistical requirements for event temporary staff and security personnel.
• Source and order specialty items and supplies for events.
• Arrange ancillary event reservations (e.g., group dinners, off-site meetings).
• Attend event planning meetings, diligently capturing minutes and action items.

Administrative & Operational Support:

• Maintain and organize an inventory of all meeting supplies and materials.
• Provide operational assistance to the events department leadership as required.
• Research and book travel arrangements for event staff when necessary.

Website & Communications:

• Proofread and ensure the accuracy of event-related information on websites and registration pages.

Travel:

• Availability to travel to major conferences/events as needed to provide on-site registration management and attendee support.

Qualifications:

• Minimum one to two years of experience in meeting and event coordination, with demonstrable registration management experience.
• Exceptional verbal and written communication skills; ability to engage effectively with diverse stakeholders.
• Proficiency with membership or event management databases/software (experience with systems like Salesforce or Fonteva is advantageous).
• Strong data management skills with a keen eye for accuracy and thoroughness.
• Excellent organizational, prioritization, and multitasking abilities in a deadline-driven environment.
• Must be exceptionally detail-oriented.
• Proven ability to work independently and take initiative, while also being a collaborative team player.
• Energetic, proactive, and dedicated to contributing to organizational success.
• Ability to lift and move boxes up to 20-25 pounds.