Temporary Registration Coordinator • Meetings + Incentives Division
REGISTRATION COORDINATOR – TEMPORARY, PART-TIME POSITION
This temporary entry level position will support the work of a variety of Cadence Meetings + Incentive team members in a variety of projects, in general administrative duties as well as specifically supporting the Registration team by serving as the primary point of contact for attendees regarding inquiries as they navigate meeting/event registration. Working in conjunction with Registration Manager(s) and Program/Meetings Manager(s), position will develop and disseminate communication with invitees and attendees. Through email and telephone communication, position will ensure successful event/travel request registration within the Meetings Technology platform (Cvent). Position will also assist Program/Meetings Manager(s) with registration reporting and documentation and may, at times, be responsible for building/cloning registration websites as directed.
THIS IS A PART-TIME TEMPORARY POSITION. HOURS MAY VARY BY WEEK.
DECEMBER: POTENTIAL FOR LIMITED TRAINING HOURS, NOT REQUIRED
JANUARY: UP TO 40 HOURS PER WEEK, OVERTIME POSSIBLE
FEBRUARY: UP TO 40 HOURS PER WEEK, OVERTIME POSSIBLE
POSITION MAY INCLUDE OCCASSIONAL SATURDAYS
EXACT DATES TO BE CONFIRMED UPON HIRING
San Diego, CA – Cadence La Jolla Office.
Work will need to be performed during normal and expanded business hours of Cadence and from the Cadence Office, including occasional Saturdays as scheduled.
Reports to: Sr. Technology Manager, Meetings + Incentives
Essential Duties and Responsibilities may include and are not limited to the following:
Work directly with internal team to fully understand attendee registration requirements, process flow and systems capabilities of registration websites (in order to assist/guide attendees) and timelines for communication, reporting and documentation
Be able to confidently summarize meeting objective(s), basic content and registration requirements/process to attendees and internal stakeholders to ensure registration information is being shared and captured appropriately
Master communication and registration modification functionalities of our meeting technology tool (Cvent)
Ability to write, contribute and proof website and email communication copy
Ability to understand and determine when/what information is required for invitation lists to facilitate registration logic developed by Registration Manager(s)
Develop and release invitations and subsequent program communication with pertinent and program-specific details, along with follow up and answering of attendee inquiries for websites where they are the assigned Attendee Manager
Keep clear, concise and accurate notes per attendee and per registration site as relevant/required by Program/Meetings Manager(s)
Accept and process registrations received through Cvent and by phone/email per established attendee management procedures and per program/event requirements
Regularly monitor email deliverability of invitations, confirmations, etc. by report and make adjustments/resend information as necessary (includes confirming email addresses with client contact, program manager, etc.)
Proactively and per program, gather information required to intuitively identify unique registration scenarios (speakers, staff, VIPs, etc.) and adjust attendee management exercises as needed
As directed by Program/Meetings Manager(s), responsible for production and QC’ing of name badges, welcome packets and other documentation requirements, both for attendees being managed by position and as needed for websites being managed by other team members
Work with technical resources to ensure data is entered and stored in established formats/locations
Work with Director of Operations and Registration Manager(s) to integrate data from other systems as needed
Act as steward of all data collected per program registration website
Manage housing blocks and rooming lists as required by Cadence M&I Work Order specifications, on own and as directed by Program/Meetings Manager(s). Includes checking availability with hotel when needed, seeking approval as necessary, updating internal records, updating clients with room block pickup, and communicating with attendee(s) as needed
Produce all registration reporting (standard and custom reports) as required by Program/Meetings Manager and/or Client(s)
As requested, be able to clone and adjust simple registration websites to expedite launch of registration for repeat programs
Escalate technology and invitee/attendee issues appropriately to relevant team member (Program/Meeting Manager(s), Registration Manager(s), Supervisor, Director of Operations, etc.)
Tracks labor hours per company procedure
Assume and perform other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position, including working on-site, running errands, etc.
Transferable Skills (Competencies):
Capable of thinking innovatively, strategically and conceptually.
Excellent oral and written communication skills.
Ability to converse with all levels of personnel
Effective organizational and time management skills.
Strong project management skills.
Ability to work independently, developing strategies and action plans and implementing goals and objectives.
Ability to manage multiple tasks and changing priorities and a range of deadlines
Capability of problem solving - Anticipating, initiating and resolving issues.
Cvent Experience strongly preferred but not required – we will train
Basic exposure to and knowledge of meetings and events planning and operations
Minimum of 1+ years of experience with online registration software and attendee management procedures preferred
Highly organized with demonstrated excellent attention to detail and ability to identify and remedy discrepancies within data sets
Proficient in Microsoft Office Programs including Word, Excel and Outlook
Excellent oral and written communication skills
Excellent interpersonal skills with a demonstrated strong customer service orientation
Consistent professional positive attitude with the willingness to learn and improve upon standard practices
Ability to prioritize with a sense of urgency
Ability to take collaborate with, take direction from, and support assigned Program or Meetings Manager, Registration Manager, or Manager, Meetings Technology & Implementation
Ability to work extended hours (evenings and weekends) as required
Passion for customer service and travel
Thrive in a dynamic team environment
Successful execution of Confidentiality and Non-Disclosure agreement with CADENCE MEETINGS + INCENTIVES