Registration Assistant
1 week ago
Specific job assignments for this position include:
60% of time on Summit Registration work
- Manage event registration development using the CVENT, Constant Contact, and Crowd Compass Event platforms (or similar registration software) and ensure registration sites are in compliance with the company’s best practices privacy and data policies.
- Manage weekly registration reporting to Manager of Training and Continuing Education (CE), CEO and IVAT President, which includes comparing how many attendees registered vs how many rooms are booked against contract, accurately reporting on money paid and money owed, accurate tracking of attendees on scholarship and breakdown of attendees by category. Ensure reports are timely and accurate and provide data to be entered into IVAT’s accounting system of all revenue generated and expenses incurred.
- Receive and keep track of all Purchase Orders requested by agencies for the purposes of enrolling attendees of the event. Make sure invoicing is complete for Purchase Orders approved by the Manager of Training and CE.
- Maintain accurate records for all sponsorship covering staff/attendee registration scholarship and invoice appropriate agencies, track receipt of payment in timely manner.
- Assist with development of the event Registration Brochure and printed Program for each of the two International Summits.
- Complete post-event preparation of the final Summary Report, highlighting the various areas of the event, attendee demographics, sessions, and overall evaluation results.
- Work in connection with the Manager of Training and CE and Training to create and manage the Speaker Evaluations and overall general event evaluation.
- Post event: compile the results to present to President, CEO, Planning Committee.
- Work with outside vendor for badge printing, including badge layout, codes, and reports as needed for each on-site event.
- Manage on-site registration desk at each event.
- Prepare post-event final registration reconciliation.
- Identify best practices for registration processing and reporting and support the implementation of these best practices.
- Organize, inventory, and pack/unpack event registration equipment and supplies pre-event/on-site/post-event.
- Assist with post-event survey and internal debrief notes, regular review and update of registration manuals.
- Provide support for build and creation of the mobile event app Summit attendees use. Oversee updates needed in the app during the events.
40% of time on Continuing Education Compliance
- Communicate with Continuing Education (CE) accrediting agencies and organizations, contractors, presenters, and participants involved in training as needed.
- Assist in coordinating CE logistics for all IVAT summits and training, including timelines to review materials and coordination between organizations, contractors, presenters, and participants involved in training.
- Manage CE requirements of training and summit events, including developing and updating CE files and records.
- Track CE renewals and necessary reporting requirements.
- Perform summit and training related clerical duties such as data entry, filing, tracking attendance, and issuing CE certificates.
- Serve as an information resource for summit attendees.
- Collect, organize and edit materials needed for the summit programs.
- During summits and trainings, provide support for CEs, set-up, on-site registration and all tasks involved to ensure a smooth and successful event.
- Other duties may include: assisting with IVAT’s on-demand training platform, communicating with speakers and trainers about CE materials, and providing other support as needed with training and summits.
- Other duties as assigned by the Meeting & Event Manager and/or Chief Executive Officer.
**Knowledge, Skills and Education Requirements**:
- High school graduate, some college preferred
- 2-5 years of documented related experience, knowledge of the hospitality/event industry
- Strong knowledge of registration planning processes
- Experience with registration software, CVENT preferred
- Experience with large event registration preferred
- Extreme attention to detail and high level of accuracy
- Excellent oral and written communication skills
- Effective organizational skills
- Strong, positive customer service skills
- Effective time management skills
- Ability to multi-task, prioritize and manage time according to deadlines
- Working knowledge of advanced planning, ability to initiate tasks and projects
- Possess cultural awareness and sensitivity and ability to communicate and interact effectively with people of all ages and diverse backgrounds
- Ability to work well independently and collaboratively
- Willingness to travel required (currently one week -two weeks per year for two international Summits)
- Must be able to lift 25-35 lbs., bend, and lift event supplies
- Demonstrate sound work ethic
- Ability to successfully interface with the public and within the organ
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