Event & Registration Operations Specialist at Institute of Electrical and Electronics Engineers, Inc. in New York, New York

Job Description:

Job Summary

The overall purpose of this position is to lead the overall strategies and priorities for a successful delivery of attendee management solutions that include but are not limited to online registration, event payment processing, event surveys, reporting, and creating an optimal onsite attendee experience. The incumbent in this position is primarily responsible for providing customer service and administrative support to the IEEE Communication Society's meetings, conferences and events. This includes the coordination of registration builds, registration accounts payable, interfacing with the vendors, internal and external customers. Incumbent may also be asked to manage a modest portfolio of meetings, conferences, and events in which they are responsible for full management as a Conference Planner. The role will report directly to the Director of Conferences and report indirectly to other Conference Planners. This position works under general guidelines.

Key Responsibilities

• Operations and Administration• Administer registration management activities including account creation, merchant account assignments, and ongoing maintenance to ensure data integrity and conformance to financial reporting requirements.• Work with Conference Planners to build registration websites, including but not limited to, defining requirements, managing the development and testing process, event launch, maintenance, and closing• Provide timely customer service to registrants who have inquiries regarding the registration process• Provide Conference Planners with regular registration reports • Create event materials such as name badges.• Oversee registration event supply inventory, order event supplies (e.g., lanyards, tent cards, etc.), as needed.• Provide accurate Indirect Tax Invoicing for conferences.• Process travel visa letter requests• Support conference planners during contract negotiations, including but not limited to sending reminders for reviews, approvals and signatures. • Develop, maintain and manage IEEE Communications Society contracts database• Provide routine updates to the Director of Conferences and keep them apprised of challenges, concerns or issues that could jeopardize workflow or adherence to policies or procedures.


• Event Management• Manage, organize and execute some or all aspects of assigned technical or internal meetings/events, within budget plans and within all IEEE and IEEE Communications Society guidelines.• Prepare meeting- specific Requests for Proposal (RFPs) for vendors/supplies as needed and provide cost analysis comparison of RFPs and provide recommendations to conference organizers.• Work with venue and all vendors to ensure that event is executed seamlessly.• Prepare meeting-specific Requests for (Hotel) Proposals (RFP), soliciting bids from hotel sites, and make recommendations to meeting organizers based on bids received.• Prepare hotel contracts for approval and execution to ensure that all contracts are processed through the appropriate IEEE channels and are in conformance with the meeting budget and IEEE policies.• Work with IEEE Communications Society Finance Director to resolve budget questions and concerns.• Ensure that all IEEE and IEEE Communications Society budget requirements are included in proposed budgets.• Coordinate and support the updating of budgets during all phases of meeting planning, implementation, and closing.


• Special Projects• Work on special projects with IEEE Communications Society Conferences Director as needed.

Education

• Bachelor's degree or equivalent experience Req

Work Experience

• 2-4 years Association event planning or event/travel industry experience Req


• 2-4 years Experience working as an event registrar Req

Licenses and Certifications

• CMP certification Pref

Skills and Requirements

• Excellent time and project management skills; dedication to details and the ability to work under pressure in a deadline driven environment


• Strong written and oral communication skills


• Exceptional customer service skills


• Knowledge of Microsoft Office and Google Suite required


• Knowledge of building registration websites in Cvent or other registration applications preferred


• Must be committed to working both independently and as a team player.


• Flexibility and the ability to adapt to change in a dynamic environment.


• Must be able to travel domestically and internationally, as needed (~10%).

Other Requirements:

As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.

PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.

For information on work demands and conditions required for this position, please consult the reference document, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under Category I - Office Positions.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.

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