Registration and Meetings Coordinator

2 weeks ago


Arlington, Virginia, United States National Defense Industrial Association Full time
Job Summary

The Registration and Meetings Coordinator position plays a crucial role in supporting the success of 7-10 conferences, ranging from 200 to 20,000 attendees. This position collaborates with the Director, NTSA Meetings and Associate Director, NTSA Meetings to provide registration and meeting support.

Key Responsibilities
  • Assist in the setup of registration systems, development, and testing of badges.
  • Produce attendance data, conference badges, rosters, and financial reports for assigned meetings.
  • Ensure data integrity by regularly checking reports.
  • Maintain data in registration databases.
  • Coordinate on-site needs for registration, including registration forms, counters, equipment, supplies, shipping, and staffing.
  • Coordinate membership and exhibiting company updates.
  • Respond to inquiries about multiple events, assist with client communications, and travel as needed.
  • Prepare comprehensive registration updates and reports for internal team meetings, summarizing achievements, challenges, and action items.
Meeting Logistics
  • Assist with logistics, including attendee and exhibitor registration setup, speaker logistics, on-site assistance, post-conference financial reporting, and post-show reports.
  • Provide customer service, including registration and management, post-conference administrative and financial actions.
  • Develop, produce, and execute event marketing strategy, including distributing calls-for-papers, event programs, postcards, conference proceedings, and other similar media.
  • Manage and maintain assigned event websites.
  • Assist with on-site management of assigned events, including main contact at registration desk and attendee/customer service fulfillment.
Requirements
  • 1-3 years' experience in meeting and/or registration coordination.
  • Bachelor's degree in hospitality or marketing preferred or equivalent experience.
  • Proficiency in Microsoft Office Suite products and Google Workspace and other relevant business software.
  • Association Management Systems experience preferred but not required.
Work Environment

This position is hybrid, with a minimum of two days in the office and one additional day during busy event schedules if required. There is regular travel to external locations for setup and facilitation of meetings and special events, including overnight travel and periodic overtime.


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