Event Specialist

2 weeks ago

Washington, United States RPStaffing Full time

RPStaffing is conducting an immediate confidential direct-hire search for the Event Registrar with a major education nonprofit based in Washington, D.C. This is an incredible team with a fun and collaborative work culture and growth potential.


Job Title: Registrar

Status: Direct-Hire

Weekly Schedule: Full time, Monday through Friday, 9:00 to 5:00 or 8:00 to 4:00

Weekly Hybrid Status: 2 days onsite per week/ 3 days remote per week

Office Location: Washington, D.C.


***Candidates must currently be living in the Washington, DC area***


The Scope

The Registrar creates the registration format for all meetings, processes incoming registrations for all programs and meetings, and serves as the main point of contact for all registration inquiries, which includes managing the registration desk on site at large events. The Registrar also plays an essential role in tracking and reporting program and council-related data.


Duties

(The duties and responsibilities listed are only a summary of the typical functions of the job and not an exhaustive or comprehensive list of all possible responsibilities, tasks, and duties.Employees must be able to perform the essential duties of the position with or without reasonable accommodations).

  • Initiate registration in the Impexium event module for all meetings.
  • Process incoming registrations for all programs, including but not limited to the National Conference on Trusteeship, Foundation Leadership Forum, Board Professionals Conference, and institutes. The Registrar works closely with the Finance department to reconcile outstanding balances for all meeting registrations.
  • Prepare confirmation letters, invoices, and other communications to registrants regarding meeting logistics and billing (i.e., invoices, cancellation responses, venue, and travel information).
  • Respond to all member registration inquiries.
  • Monitor and maintain all advisory council composition plans and records, to include public-facing web rosters.
  • Review and disseminate all meeting-related communications for advisory councils. Monitor and maintain accurate records regarding advisory council meeting attendance, distribute meeting materials, and field meeting-related inquiries from council members.
  • Perform administrative duties related to meetings including responding to phone inquiries and managing the Registrar email account in a timely responsive manner.
  • Lead staff working at the registration counter onsite at meetings.
  • Prepare name badges, tent cards, and other meeting-related materials.
  • Provide administrative support for logistical arrangements such as shipping materials to/from meeting sites, set-up of registration area, participant lists for special sessions, and registration counts.
  • Prepare statistical reports and dashboard information for registration analysis on a regular basis.
  • Assist the Membership Experience department with updating member records based on registration information.
  • May serve as back-up to receptionist, as necessary.
  • Work closely with other staff on set-up of in-house meetings when necessary.
  • Manage rooming list and audio-visual needs for meetings as assigned. Work with the event planner and AVP of Programs to resolve registrant problems and needs regarding registration and rooming.
  • Perform additional duties as assigned and directed.


Requirements

  • A minimum of three (3) years of related work experience, preferably in a membership association, training department, or educational institution.
  • Excellent customer service skills with strong interpersonal, writing, and organizational skills.
  • An associate’s degree or some college coursework preferred.
  • Strong orientation to detail. Must be flexible with a strong ability to pivot to a different approach or direction. Must be able to manage multiple assignments in a timely manner.
  • Intermediate to expert-level proficiency with the MS Office suite.
  • Experience working with an association management or learning management system highly preferred. Experience with Impexium a definite plus.
  • Ability to work both independently and collaboratively.
  • Must be an expert in working under pressure and with competing deadlines.
  • The ability to travel to two or three meetings a year.


Benefits

  1. 403(b) Retirement Plan with TIAA: eligible for a 10% match after 3 months of employment
  2. Optional plans for Health, Dental, Vision
  3. Flexible Spending Account (“FSA”)
  4. Legal Resources Plan
  5. PTO: accrual of annual leave is at 1.25 days per month (15 days per year)
  6. Transportation: commuter FSA that can cover parking & metro pretax
  7. Life insurance policy is effective on the first day of the month after start date. Two times the annual salary not exceeding $400k - $500k.
  8. 2025 Holiday Schedule:
  9. New Year’s Day
  10. Dr. Martin Luther King’s Birthday
  11. Memorial Day
  12. Juneteenth
  13. Independence Day
  14. Labor Day
  15. Indigenous People Day
  16. Thanksgiving & the Day After
  17. Christmas Day
  18. Workdays Between Christmas & New Year’s


Equal Opportunity Employer

Equal opportunity employer and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.


Note: This is a hybrid workplace. Employees are expected to spend time in our headquarter office in downtown Washington D.C. Applicants should reside in the District of Columbia, Virginia, or Maryland within a reasonable commuting distance to downtown Washington D.C.


This description was prepared by RPStaffing and is subject to change. This has been designed to indicate the general nature and level of work performed by employees within this job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This job may be modified at any time by adding or removing duties or benefits. The above job description is not intended to be an all-inclusive list of duties and standards of the position. Benefits, hours, and locations are subject to change. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. Equal Opportunity Employer.

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