Associate Specialist, Event Registration Coordinator

The position supports FINRA programs by acting as a primary point of contact for the use and management of Cvent SMMP support and the registration tool. The position touches all aspects related to the FINRA registration system and serves as liaison between other departments using Cvent registration to execute the programs through this system. The primary responsibility of this role is to oversee the success of the Cvent Event Management tool, while continuing to introduce new and innovative ways to improve experience. In addition, this position serves as administrative assistant to meeting planners and provides on-site registration management for FINRA conferences. Position directs Cvent internal clients on management process and distribution of events through the Cvent System.

Essential Job Functions:

• Independently manage registration of multiple events using Cvent Event Management Software tool on a daily basis. 

• Assist in the management of Passkey software for rooming lists for FINRA events, meetings, and programs with hotel reservations. 

• Create Email Templates for cross-business mailings in Cvent. 

• Assist Conference Exhibitions Manager in exhibitor-related tasks. Create conference invoice website; create personalized, ad-hoc invoices for exhibitors; track and record invoice payments; process registration requests. 

• Serve as administrative assistant for assigned event’s lead meeting planner. Create, proof, print and publish meeting materials such as name badges, tent cards, signs, attendee lists, registration reports, etc. Review and clean registration list in advance of meetings and conferences. 

• Create and proof event invitations, confirmations, and final reports. 

• Launch programs according to timelines. 

• Manage departmental inbox. Monitor and delegate responses to customer inquiries. 

• Run ad-hoc specialty reports from Cvent (Printing and proof name badges, tent cards, signs, attendee lists, and registration reports). 

• Post weekly reports to SharePoint and distribute to staff liaisons. Run ad-hoc specialty reports from Cvent. 

• Shipment of all conference materials; including managing freight pick up, deliveries, packing and tracking boxes 

• Extensive vendor RFP role using the Cvent Supplier Network system – tracking and documenting first and second proposal bids 

• Assist in managing the technology and strategic meeting management program within the department 

• Build strong relationships with liaisons of various FINRA departments to provide registration content that is in line with the meetings goals and objectives. 

Other Responsibilities:

• Process and code payments in the @work automated tool system.
• Establish payment options for programs  and online registration (i.e. ACH transfer)
• Cvent account review.  Review, organize, and deactivate any unnecessary information with the Cvent account. (i.e. deleting unused contact types, organizing media and document library, etc.)
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails.
• Coordinate purchase requisitions and contract processing.
• Assist planner with monitoring sleeping room pick-ups, tracking and reporting RFPs, maintaining monthly meeting calendar and other various administrative tasks.
• Set and prepare onsite committee meetings.
• Must be able to think through challenges and find results independently.

Education/Experience Requirements:

• Proficiency in Cvent event management software required.
• Cvent certification preferred.
• Bachelor's degree preferred with equivalent work experience.
• Three years of office experience with a minimum of one year in meeting and conference planning.
• Excellent interpersonal and communication skills, both verbally and in writing.

Working Conditions:

• Work is performed in a hybrid environment. Some overnight travel is required. 

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