Event Registration Coordinator

Event Registration Coordinator - REMOTE POSITION

JOB SUMMARY

The Event Registration Coordinator is a member of the Registration team supporting Global Events across multiple regions and languages. This role is responsible for supporting event registration deliverables. This role will be responsible for helping customers by providing product and service information and resolving technical issues. This role will report into the Senior Manager, Event Registration.

At GBTA, we put people first – we value collaboration, innovation, and adaptability along with global diversity, respect, and empathy. As a member of our team, you’ll have the opportunity to grow your skills and career in an entrepreneurial environment and make a meaningful impact on the industry and professionals we serve.

RESPONSIBILITIES

• Assist with creating, managing, delivering, and tracking event status using CVENT and other tools. Develop and maintain relationships across departments to ensure critical deadlines and budgetary guidelines are met as it relates to event registration.
• Coordinate project timeline with Event and Marketing teams. Manage timelines, action items, and deadlines.
• Effectively communicate with internal and external stakeholders regarding project timelines and deadlines.
• Assist with the execution of US and regional event operation meetings (conference call or in-person), including pre and post event all-teams meetings. Manage and organize meeting notes for all meetings.
• Manage CVENT, CV and third-party registration for global and domestic events and assist with event registrations (pre- show and onsite).
• Assist in the documentation of issues and recommend efficiencies in the registration process for all events, as necessary. Document processes for all registration systems (mapping, flow, etc.).
• Assist in the management of testing and implementation of registration systems, coordinate with Marketing and other teams as necessary for the successful launch of event registration.
• Develop required reporting of registration data based on the requirements for each event. Use tools as needed (i.e., Power BI and Excel etc.). This may include weekly metric reports, managing and compiling historical data, and producing timely registration data as requested.
• Manage API integration (housing, mobile app, etc.) with the IT department and third parties. Assist in importing data into registration systems post event.
• Manage cancellations, refunds, transfers, etc under the direction of the Manager, Event Registration. Reconcile registration with accounting post event.
• Provide customer service and support to conference attendees, as it relates to registration, for all events.
• Assist with on-site registration for convention and other events as requested; including but not limited to process management, on-site set-up, staff training, customer service, reporting, badge creation, and supply management.
• Participate in the RFP and contract process for current and potential registration vendors.
• Provide registration support and training to departmental staff members as needed.
• Other duties as assigned.

REQUIREMENTS

• Bachelor's degree in marketing, project management, or related field experience.
• Minimum 1-3 years of registration experience (preferred experience with events of 1,000+ attendees).
• CVENT registration and implementation expertise.
• Self-motivated with the ability to work in a dynamic, fast paced environment.
• Excellent organizational skills, customer service & solutions oriented, with superior time management skills.
• Ability to work with teams spread across multiple locations and geographic regions. including working with remote employees.
• Must have a high level of skills in MS Office, cloud-based systems, and project management systems.
• Ability to multitask various projects while remaining focused and dedicated to high quality output. Must be flexible, detail oriented, well organized, and be able to think on their feet.
• Must have the ability to manage and track deadlines and action items, and professionally secure answers from internal and external stakeholders on deadline items.

PREFERRED EXPERIENCE AND SKILLS

• Association and/or travel industry knowledge preferred.
  Multi-lingual is a plus.
• Experience with registration system building (not just out of the box systems).
• Cvent Certification is preferred.
• Euclid Clear Vantage (CV) or CMS system experience is preferred.
• Experience supporting large trade show events.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• GBTA is currently fully remote.
• Prolonged periods sitting/remaining stationary at a desk and working on a computer.
• Must be able to remain stationary and move for long periods of time, during events.
• Must be able to work a variety of hours in order to accommodate events.
• Must be able to show proof of vaccination and booster against COVID-19 if required for travel to events and meetings.
• GBTA welcomes all candidates and supports inclusivity and diversity in the workplace.

TRAVEL REQUIRED

• Up to 10% of travel to events and meetings; based on organizational needs.
• Travel to travel to Annual Convention, GBTA related events, and meetings, as required.

Applicants must be authorized to work in the US.

The Global Business Travel Association (GBTA) The Global Business Travel Association (GBTA) is the world’s premier business travel and meetings trade organization headquartered in the Washington, D.C. area serving stakeholders across six continents. GBTA and its 8,000+ members represent and advocate for the $1.357 trillion global business travel and meetings industry. GBTA and the GBTA Foundation deliver world-class education, events, research, advocacy, and media to a growing global network of more than 28,000 travel professionals and 125,000 active contacts. For more information, visit GBTA.org and GBTAFoundation.org.

GBTA Team Values and Culture Statement:

• We recognize our people are our most valued asset, and treat ourselves and each other with kindness, authenticity, and empathy.
• We are curious, innovative and adaptable to a changing world.
• We embrace our global diversity and are committed to a culture where everyone feels welcomed and respected.
• We work collaboratively and believe in the power of teamwork to drive long-term change and mutual success.
• We are driven to create a more sustainable future for both the planet and its people, and a balanced environment where work and life can coexist and thrive.

GBTA is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.