Registration & Event Coordinator

The National Association of Mutual Insurance Companies (NAMIC) has a new opportunity for a Registration & Event Coordinator in our Events, Education, & Association Services Department. This position performs administrative functions for Events, Education, and Association Services to support the event team that plans meetings, seminars, virtual educational programs, and related events.

Essential functions of the position include:

• Serves as primary registrar at assigned event registration desk operations on-site including greeting attendees, answering event questions, processing on-site registrations, and managing limited capacity event counts.
• Ensures registration and event detail accuracy by performing daily data cross-checks.
• Assists in the development and ongoing maintenance of registration and housing tracking spreadsheets and historical records.
• Assists in identifying new opportunities to utilize event management systems to improve operational efficiency and attendee experience.
• Supports meeting planners in coordination of meeting planning details (speaker coordination, presentation material coordination, optional activity coordination, preparation of meeting specifications and hotel room lists, etc.) for seminar activities as assigned.
• Coordinates all meeting planning details for respective association clients as assigned.
• Supports and coordinates marketing efforts and webpage updates for in-person and virtual events, including drafting and proofing of copy and maintaining a tracking worksheet.
• Researches and proposes event activities, vendors, décor, entertainment, and other event options within the anticipated budget.
• Maintains business records and history for seminars including meeting space needs, sleeping room pickup, F&B expenditures, events held in conjunction with seminars, etc.
• Assists meeting planners with developing and updating event project timelines.
• Serves as administrative support for meeting planner committee work.
• Maintains business records and history for virtual events and special projects, including attendance history, speaker history, satisfaction ratings, and budget worksheets.
• Edits and reviews event registration details and coordinates registration packet assembly for events with direction from meeting planners.
• Assists with marketing efforts for respective events, prepares list requests for mailings, e-mails and faxes broadcasts, coordinates printed marketing mailings, prepares event logistical and registration information for the NAMIC website, and provides updates as needed.
• Provides customer service support, including using positive telephone skills, responding promptly to e-mails and phone calls, etc., from customers/members inquiring about virtual education and meetings.
• Supports all aspects of Event, Education, and Association Services office operations, including following office procedures, organizing and using filing systems, maintaining department work areas, and related duties.
• Provides administrative support to meeting planners for committee-related activities, including committee meeting material preparation, meal setup, and communication efforts.
• Builds and maintains positive working relationships with management, staff members, and external contacts.
• Arrives at work on time and maintains a positive attendance record.
• Performs any other duties and projects as assigned.

  Qualifications include:

• Demonstrated computer proficiency (Microsoft Office, Excel, Adobe, database management).
• Experience in supporting the meeting planning function, such as working in the hospitality field or working for someone who plans events, is preferred.
• Bachelor’s degree or equivalent experience in a related business.
• Must be available for overnight travel by car and air approximately four times per year for approximately four days at a time, including the occasional weekend night. This may include independent travel that requires driving and navigating within city, highway, and rural settings.
• Must be able to lift a minimum of 25 pounds, bend to the floor, reach above one’s head, and perform the occasional physical labor associated with event preparation.
• Ability to successfully pass a criminal background and MVR check.

NAMIC is proud to have been selected as one of the Best Places to Work! We offer an excellent compensation and benefits package with this full-time position. Benefits include access to group medical, dental and vision; a matched 401(k) plan; one paid day each year to volunteer with the charity of your choice; generous paid vacation; and more! We have a friendly yet professional work atmosphere where everyone enjoys working hard for the good of our members. 

NAMIC is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender identity, sexual orientation, age, marital status, veteran status, disability status, or any other legally protected status.