About This Role
We are seeking a highly organized and detail-oriented professional to lead the end-to-end management of delegate registrations for our conferences and experiences.
This pivotal role ensures a smooth and positive experience for delegates from their initial sign-up through to their travel and stay, while maintaining meticulous data accuracy and compliance with all relevant policies.
Key Responsibilities
* Manage event databases, registration websites, and delegate communications effectively.
* Coordinate flight changes, room blocks, and transfers to ensure seamless operations.
* Assist with attendee and client communications, highlighting key requests and concerns.
* Support event preparation and on-site operations, guaranteeing smooth delivery.
* Attend client meetings and assist with proposals, quotes, and budgeting processes.
Logistics Management
* Manage all delegate flight bookings, including liaising with travel agencies and individual delegates to secure itineraries.
* Coordinate delegate accommodation, including negotiating group rates with hotels, managing rooming lists, booking allocations, and handling special requests.
* Oversee ground transportation arrangements (e.g., airport transfers, shuttle services) as required.
* Distribute delegate itineraries in a timely manner.
Budget Oversight
* Assist in developing and managing budget allocations to support the guest experience component of the overall client budget.
Requirements:
* A minimum of 3 years of experience in event registration, travel coordination, or events.
* Strong attention to detail, with the ability to manage multiple projects simultaneously in a fast-paced environment.
* Advanced skills in Microsoft Office applications (Word, Excel, PowerPoint).
* Experience with Swoogo, EventsAIR, SMSBroadcast, Survey Monkey is an asset.
Preferred Attributes:
* A passion for creating memorable and impactful experiences.
* Proactive and self-motivated with a strong work ethic.
* Excellent interpersonal skills and a collaborative approach.
* A passion for working with teams and clients.