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Associate, Registration and Meetings

2 months ago

Alexandria, United States CADCA Full time
Job DescriptionJob DescriptionSalary: $58-60k


Title: Associate, Registration and Meetings

Department: Registration and Meetings

Reports to: Senior Manager, Meetings and Exhibits

Employment Status: Full-time, exempt

Location: 500 Montgomery St., Suite 400, Alexandria, VA 22314

 

About CADCA

Join a dynamic organization whose mission is to strengthen the capacity of community coalitions to create and maintain safe, healthy, and drug-free communities globally. This is accomplished by providing technical assistance and training, public policy advocacy, media strategies, marketing programs, training, and special events. 

 

We provide excellent medical, dental, and vision plans, generous time off, including holidays, and opportunities for growth and advancement. We offer a diverse workplace where we recognize each employee’s contribution to the organization’s overall success. That success is rooted in our commitment to developing our people by giving them the tools and resources to grow in their roles and prepare them for opportunities within the organization.

 

Position Summary

The Registration and Meetings Associate is a creative, detail-oriented professional with strong organizational and communication skills. This role is ideal for someone passionate about the meetings and conference industry and eager to learn best practices from a team of seasoned meeting professionals. As a key member of the Meetings and Marketing department, the Registration and Meetings Associate will play a crucial role in successfully executing CADCA’s signature events, including the CADCA Forum, Midyear Training Institute, and Drug-Free Kids Dinner.

                                                                                                                                                                         

Key Responsibilities

  • Administrative Support: Assist the Senior Manager of Meetings and Exhibits with daily administrative tasks and proactive measures to ensure departmental organization and event preparedness.
  • Event Planning: Develop, manage, and troubleshoot event timelines and agendas to ensure seamless and well-organized events.
  • Registration Coordination: Oversee both online and onsite registration processes for all signature events, ensuring a smooth experience for attendees.
  • Customer Service: Track and respond to inquiries regarding meetings and special events, providing prompt follow-up via telephone and email.
  • Logistics Management: Proof and review event logistics to ensure accuracy and meet fulfillment needs, including handling donation/sponsorship requests, invitations, and responses.
  • Travel Coordination: Arrange travel logistics for event attendees, including staff, trainers, coalition leaders, and VIPs.
  • Record Keeping: Maintain accurate records of event details, attendee information, and post-event evaluations.
  • Communications Support: Assist in the creation and distribution of event-related communications, including emails to attendees, website updates, and social media posts.
  • Vendor Coordination: Work with external vendors to secure event services such as catering, audiovisual equipment, and transportation.
  • Reporting: Generate and distribute reports on registration statistics, attendance numbers, and event feedback to support planning and evaluation.
  • Financial Support: Assist with billing, expense reconciliation, reporting, and customer service efforts within the Meetings and Marketing department.
  • Site Research: Research potential sites and options for additional meetings and special events.
  • Publications Coordination: Assist in coordinating publications for the Forum, benefit dinners, and other meetings and events.
  • Awards and Gifts: Oversee the selection and distribution of awards and thank-you gifts for honorees and special guests.
  • Additional Duties: Compose correspondence and assist in developing additional meetings and special events as needed.

 

Required Skills and Qualifications

  • Excellent written and verbal communication skills
  • Ability to establish quick rapport with staff and members
  • Strong multi-tasking, problem-solving, and project initiation skills
  • Team player, comfortable in a collaborative environment
  • Proficiency in Office 365 and database systems
  • Working knowledge of InDesign and project management (a plus)
  • Familiarity with CMS platforms and CRM systems
  • Minimum of two years experience in events and meeting registration
  • Bachelor’s degree required

 

Physical requirements:

  • The ability to lift (up to) 25lbs.
  • Ability to commute to the office in Alexandria, VA.
  • Up to date on COVID Vaccine (with proof)

 

Amount of travel: 10 % annually