Associate Specialist, Meetings
2 months ago
The position supports FINRA programs by acting as a primary point of contact for the use and management of Cvent SMMP support and the registration tool. The position touches all aspects related to the FINRA registration system and serves as liaison between other departments using Cvent registration to execute the programs through this system. The primary responsibility of this role is to oversee the success of the Cvent Event Management tool, while continuing to introduce new and innovative ways to improve experience. In addition, this position serves as administrative assistant to meeting planners and provides on-site registration management for FINRA conferences. Position directs Cvent internal clients on management process and distribution of events through the Cvent System.
Essential Job Functions:
- Meeting planning of FINRA in-house meetings, pop up meetings and events that occur at various FINRA locations across the country.
- Managing rooming lists for FINRA events, meetings and programs with hotels.
- Independently manage all aspects of multiple events using Cvent Event Management Software tool on a daily basis. Use HTML to create documents for external mailings.
- Build strong relationships with liaisons of various FINRA departments to provide registration content that is in line with the meetings goals and objectives.
- Create and proof event invitations, confirmations, and final reports.
- Launch programs according to timelines.
- Post weekly reports to SharePoint and distribute to staff liaisons.
- Run ad-hoc specialty reports from Cvent (Printing and proof name badges, tent cards, signs, attendee lists, and registration reports).
- Shipment of all conference materials; including managing freight pick up, deliveries, packing and tracking boxes
- Extensive vendor RFP role using the Cvent Supplier Network system - tracking and documenting first and second proposal bids
Other Responsibilities:
- Establish payment options for programs and online registration (i.e. ACH transfer)
- Cvent account review. Review, organize, and deactivate any unnecessary information with the Cvent account. (i.e. deleting unused contact types, organizing media and document library, etc.)
- Coordinate purchase requisitions and contract processing.
- Assist planner with monitoring sleeping room pick-ups, tracking and reporting RFPs, maintaining monthly meeting calendar and other various administrative tasks.
- Set and prepare onsite committee meetings.
- Must be able to think through challenges and find results independently.
Education/Experience Requirements:
- Proficiency in Cvent event management software required.
- Cvent certification preferred.
- Bachelor's degree preferred with equivalent work experience.
- Three years of office experience with a minimum of one year in meeting and conference planning.
- Excellent interpersonal and communication skills, both verbally and in writing.
Working Conditions:
- Work is performed in an office environment at FINRA with FWA offered. Overnight travel is required.
- Industry and Department title: Meetings Coordinator
California: Minimum Hourly Rate $32.91, Maximum Hourly Rate $60.84
Washington, DC/Maryland: Minimum Hourly Rate $32.91, Maximum Hourly Rate $58.27
Colorado/Hawaii: Minimum Hourly Rate $28.62, Maximum Hourly Rate $50.69
New York, NY: Minimum Hourly Rate $34.35, Maximum Hourly Rate $60.84
Washington State: Minimum Hourly Rate $28.62, Maximum Hourly Rate $58.27
LI-Hybrid
- The information provided above has been designed to indicate the general nature and level of work of the position. It is not a comprehensive inventory of all duties, responsibilities and qualifications required._
Employees may be eligible for a discretionary bonus in addition to base pay. FINRA provides comprehensive health, dental and vision insurance. Additional insurance includes basic life, accidental death and dismemberment, supplemental life, spouse/domestic partner and dependent life, and spouse/domestic partner and dependent accidental death and dismemberment, short
- and long-term disability, long-term care, business travel accident, disability and legal. FINRA offers immediate participation and vesting in a 401(k) plan with company match and eligibility for participation in an additional FINRA-funded retirement contribution, tuition reimbursement and many other benefits.
Time Off and Paid Leave*
FINRA encourages its employees to focus on their health and wellness in many ways, including through a generous time-off program of 15 days of paid time off, 5 personal days and 9 sick days (all pro-rated in the first year). Additionally, we are proud to support our communities by providing two volunteer service days (based on full-time schedule). Other paid leave includes military leave, jury duty leave, bereavement leave, voting and election official leave for federal, state or local primary and general elections, care of a family member leave (available after 90 days of employmen
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