POSITION SUMMARY
ASTA is looking for an Events Coordinator to join our growing events team. This role manages the ASTA attendee experience at events throughout the year (both domestically and internationally). The ideal candidate will be perceptive and aware of the attendee experience from conception through event closeout. They will work with several departments within ASTA to ensure the attendee experience is polished at every step.
This unique position requires an equally unique personality: someone with a sense of ownership who also maintains a "team player" attitude. This person should be curious, a self-starter, have a positive outlook, and pay close attention to detail.
RESPONSIBILITIES
Manage the attendee event experience from creation to execution for 5+ assigned annual ASTA events.
Event Registration System Management (Pheedloop) Identify and collect key information needed for a smooth registration process
Develop each form setup depending on the needs of the event (in Pheedloop and in our iMIS database system) and test registration websites
Build and execute pre- and post-registration email communication plan for attendees
Maintain and update attendee FAQs for each assigned event and provide insights to improve event communications
Create and provide event reports to internal stakeholders such as Marketing, Business Development, etc
Manage attendee records within our event registration system, including:
Processing cancellations, refunds, and updates
Performing data cleanup and accuracy checks
Reference and navigate member information using our membership database (iMIS)
Registering ASTA staff, ASTA board members, VIPs, and speakers
Preplanning Event Responsibilities
Respond promptly and thoroughly to attendee inquiries via email (meetings.org inbox) and phone
Collaborate with the creative team to produce, proof, and order event badges
Organize event webinars including scheduling, communications, live customer service support, registration review, and closeout
Lead the development of Event Apps in collaboration with IT
Maintain rooming list changes for assigned events
Coordinate all equipment, inventory, and timely shipments for events
Order, maintain, and organize inventory of event supplies in our HQ located in Alexandria, VA
Develop an understanding of industry best practices and execute strategies to improve and streamline our processes continuously
Onsite Event Responsibilities
Determine the onsite registration desk needs for setup and staffing
Lead and train the registration team staff working onsite at events
Manage registration vendor communication, if applicable, for setup needs and budgeting
Develop, proof, and send out onsite event communications
Develop post-event survey questions with various ASTA departments and help to collect registration trends from this data
Collaborate with the Events Manager on rooming lists, transfers, and other onsite logistics needs
REQUIREMENTS
2+ years of prior event coordination or attendee registration software management experience
Customer service and/or hospitality skills
Experience in Excel, updating and analyzing report data
Excellent copywriting and communication skills, with a high level of attention to detail
Webinar platform management and coordination
Must be able to travel 6-8 times per year to our events, both domestically and internationally
Onsite events require long hours on your feet, often moving materials to/from various locations.
WHO WE ARE LOOKING FOR
You're a self-starter: when you see a need, you address it. You can work to the edge of your authority
You're a clear communicator: excellent verbal and written communication and organizational skills
You're a people person: proven experience in customer service with strong problem-solving and de-escalation skills
You're tech-savvy: proficiency in Microsoft Office Suite, experience in event registration platforms, and analyzing registration trends/data
You're a juggler: ability to manage multiple…