Alexandria, VA
Alexandria, VA
Alexandria, Virginia
Alexandria, Virginia
Alexandria, Virginia
Arlington, VA
Posted: 04-Jan-23
Location: Rockville/Remote
Type: Full Time
Categories:
Preferred Education:
Additional Information:
The Meetings & Registration Manager is a key member of CMI’s meetings team. Their major responsibilities are complex event registration builds and reporting in our membership database, Fonteva, and contracting and logistical management of symposia, meetings and events for assigned clients.
The meetings department is responsible for a very full calendar, averaging 60 meetings per year, so management of multiple concurrent timelines and ability to prioritize are necessary skills.
The Meetings & Registration Manager fills a visible customer service role and must demonstrate strong communication (written and verbal), proofreading, and organizational skills for extensive interactions with CMI’s clients, industry leaders, and vendors.
Duties and Responsibilities:
- Manage the Registration Coordinator and ensure registration sites and reports are completed timely and accurately. Create and maintain timeline for registration site builds.
- Implement and support procedures to support data integrity and database workflows; serves as department contact for database projects and works collaboratively with membership staff to ensure data is accurate and current.
- Build complex (multi-ticket, multi-price) registration sites in Fonteva for client events.
- Manage event registration reporting across all clients and communicate regular updates within the department, across staff teams, and to external clients.
- Work with internal stakeholders and external vendors to plan and execute small scale events (symposia, workshops, leadership retreats) for clients.
- Coordinate all assigned meetings from planning through reconciliation, including but not limited to: hotel & vendor contracts, speaker management, travel management, rooming lists, event orders, budget management, and processing invoices and expense reports.
- Organize pre-, on-site, and post-meeting activities including speaker arrangements, confirmations, handouts, badges, catering, room set-up, audio visual equipment and any special requirements.
- Manage registration and event logistics onsite (or confirm temp staff to manage). Provide onsite support to event attendees, sponsors, and vendors.
- For ACCC’s two flagship meetings: lead onsite management of registration space and registration staff; develop on-site staff schedule and guidelines, train staff; ensure the registration space is set-up properly on time; enforce registration rules for attendees and exhibitors; resolve escalated attendee questions and concerns.
- Manage timeline and implementation of virtual event products in learning management system, ensuring event, registration, and speaker support are conducted in accordance with established best practices.
- Accept other duties and responsibilities appropriate to the position and area. The above responsibilities are a general description of the level and nature of the work assigned to this position and are not to be considered all inclusive.
- A bachelor’s degree and at least three years of relevant professional experience. A combination of experience (5+ years) and education may be accepted in lieu of a bachelor’s degree.
- Experience working in event registration, association meetings and customer service preferred.
- Overnight travel is required and should be expected to be up to 20%.
Skills and Knowledge
- Proven ability to adapt to changing priorities in a fast-paced environment.
- Proactive and positive communication skills.
- Customer-service approach to work.
- Maintain a high level of professionalism and responsiveness internally and externally.
- Attention to detail.
- Proven ability to analyze data and present findings.
- Ability to think, plan, and execute resourcefully both independently and as part of a team.
- Knowledgeable in various software applications including MS Teams, Salesforce, LMS databases, and onsite event management software.
- Direct experience with Fonteva Events module strongly preferred.
- Direct experience with hosting Zoom meetings preferred.