Senior Event Coordinator

Comprehensive Attendee Communication Responsible for managing all communications with event attendees throughout the entire event lifecycle, starting with the invitation process and continuing through post-event follow-up. This includes sending invitations, maintaining ongoing event communications, and providing guidance to attendees regarding travel arrangements and registration processes during the registration period. Acts as the primary point of contact onsite for attendee inquiries related to event information and logistics. Cvent Registration Site Design and Management Expertly builds and designs complex Cvent registration sites for assigned event programs, effectively managing multiple timelines and priorities. This includes handling registrant data, integrating custom graphics, and creating various attendee types and registration paths to optimize the user experience. Drives deadlines for registration deliverables and communication dates, oversees testing, and ensures a seamless site launch. Onsite Registration and Event Material Distribution Manages all aspects of onsite registration for events ranging from 50 to 1,000 attendees. Oversees the creation and distribution of both physical and digital event materials. Collaborates with third-party partners to implement on-demand registration solutions for larger events, offering both self-service and full-service options depending on program requirements. Responsible for training and managing local event support staff on registration processes and event information. Mobile App Creation and Management Develops and manages mobile apps for assigned event programs, leveraging the full spectrum of app features including content management, agenda creation, gamification elements, streaming, and networking capabilities. Proactively recommends app functionality that aligns with event objectives and implements approved features to ensure a seamless attendee experience. Responsible for app testing, launch, and troubleshooting attendee issues, and partners with mobile app providers to deliver advanced services such as broadcast events. Process Improvement and Technology Implementation Continuously identifies opportunities to improve processes and implements solutions within the attendee management team and across project teams. Utilizes Cvent and other available technologies to streamline attendee-facing processes. Regularly trains on new event technology features and incorporates innovative ideas into the Attendee Management space. Onsite Operations and Crisis Management Manages onsite registration functions and mobile app activities, including communications to attendees, gamification features, and technology troubleshooting via the help desk. Oversees third-party registration providers and freelance staff, ensuring adherence to registration desk processes and service standards. Manages transportation and supports attendee activity logistics and pre-arrival functions. Provides anticipatory service to attendees, directly impacting attendee satisfaction. Responsible for setting up and tearing down the event office, ensuring it is equipped with necessary supplies, and participates in crisis management efforts as part of the health and safety response team for onsite incidents. Collaboration, Decision Making, and Reporting Demonstrates advanced collaboration and communication skills with the lead planner and the event team. Makes independent, low-risk decisions and consults the lead planner for complex situations. Manages data within Cvent and mobile app systems for pre-event, onsite, and post-event reporting. Generates and manipulates reports to support key event workstreams, including hotel reservations, activities, health and safety, and travel-related reporting. Bachelor`s degree preferred with a minimum of 3-5 years of industry related experience in a similar role within a fortune 100 corporation or 3rd party supplier company Highly skilled in event technology for registration and mobile app solutions with experience managing the life cycle of registration activities Experience with Cvent and SpotMe mobile app highly preferred Advanced skills in Excel and Access for data management Strong verbal and written communications skills with high level of attention to detail Ability to multi-task and prioritize multiple responsibilities in a fast-paced work environment Possess a strong sense of ownership as well as an ability to take initiative and work independently Position will be interacting with senior level management, he/she must be articulate with a professional attitude and demeanor Candidate should be team-oriented who is outgoing and enjoys client/customer interactions Must be able to travel up to 40% or as required