Coordinator, Attendee Data

 

ATTENDEE DATA COORDINATOR 

ABOUT OUR COMPANY 

FIRST is a leading global brand experience agency serving clients in various industries, including financial services, technology, new & traditional media, aerospace, healthcare, and professional services. FIRST has received numerous accolades, including being named one of the Top 150 Event Organizers & Agencies in the USA by Eventex, being listed among the "200 Top Marketing Agencies" in 2023, 2022 & 2021 by Chief Marketer, being recognized as one of the "50 Top Event Companies" by Special Events, being included in the Top 100 "Best Places to Work in NYC" by Crain's New York Business, and being listed as one of the "1000 Companies to Inspire Britain" by The London Stock Exchange Group.

For more information please visit: www.firstagency.com  

Fixed term contract 6 months 

JOB DESCRIPTION: 

 

The Attendee Data Coordinator will support meeting planners in managing attendee registration for conferences and events, ensuring the smooth execution of data-related tasks. This role involves maintaining accurate attendee data, collaborating with event stakeholders, and providing database management to ensure consistency and accuracy. The Coordinator will assist in the development, testing, and management of event communications and online registration, as well as supporting attendees throughout the registration process. Additionally, the role provides administrative support to the broader Attendee Data Management team as needed.

Domestic travel required

• Work with event planners on overall registration management for a high volume in-person, hybrid and virtual corporate events
• Database management to ensure consistency of information, accurate data, inputting when required, generating lists and analysis upon request
• Assist in the development, editing, testing and management of online registration and event communications such as save-the-dates, invitations, reminders, confirmations, surveys, etc.
• Diligent handling of confidential invitee data, ensuring information is consistent and accurate and following compliance guidelines of handling sensitive information (PII)
• Generating attendee lists upon request
• Assist event planners in contacting attendees for required information, gift sizes, contact information, transportation details, overnight accommodation requirements, data points etc.
• Printing name badges, tent cards, place cards, departure notices, email confirmations, agenda, signage etc. where needed
• Packing, ordering and shipping event supplies – maintain a shipping grid and track deliveries
• Manage post-event attendee reporting
• Pre-event and day-of support during execution of events/conferences; travel and on-site management for in-person meetings as needed
• Supporting other members of the department with mailings, onsite assistance, ad hoc projects, etc.
• Anticipate potential issues and work to proactively solve them

QUALIFICATIONS, KEY SKILLS & EXPERIENCE:

• Advanced knowledge of Microsoft Excel
• Prior experience with other event platforms such as Cvent, StarCite, Eventbrite, etouches or other registration website platforms is a plus
• The individual must be comfortable assisting clients over the phone in navigating registration websites, so prior experience as a customer support or help desk representative is preferred
• Able to manage multiple projects simultaneously
• Motivated, self-starter, ability to take direction and work independently; ability to think innovatively
• Flexible and willing to work outside of normal business hours (evenings, weekends) and travel when required to be on-site at events
• Requirement to attend onsite events as required

 

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