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Summary of Duties:
This position supports all aspects of the meeting and expositions team in exhibits and registration and support for all ASAE meetings, conferences and special events. Assist with developing and making on-going changes to the conference websites, floor plans, graphics, schedules, and menus for contractors and facility for all assigned programs/special events. Communicate with current and potential attendees/exhibitors on a day-to-day basis regarding participation, convention details, space availability and ASAE registration/exhibit policies. Incumbent will work closely with individuals from the meetings and expositions team, member services, marketing, learning, advertising, finance, and production teams. The position duties as described below will be in the area of both Expositions & Registration.
Specific Responsibilities include but are not limited to:
Work closely with the Director and Senior Manager with regards to all responsibilities pertaining to registration and exposition customer care for assigned ASAE programs.
Responsible for maintenance of exhibitor and attendee records for assigned ASAE major meetings with expo components involved, including prospectus and floor plan development, website content, exhibit sales and management, exhibitor communications, data entry, weekly reports, service kit development, organizing logistics with vendors and other internal team members, ensuring a positive experience for both attendees and exhibitors, onsite floor management, maintaining historical documents, post show evaluations and future year brainstorming.
Responsible for developing, producing, editing and maintaining all registration materials including but not limited to: data entry, form development – paper and online, confirmations, receipts/invoices, attendee communications, rosters, weekly reports, reminders, name badges, closing out events, website content, and maintaining all appropriate historical and database files for assigned programs.
Assists with informing program managers and necessary staff with up?to?date program attendance/exhibitor numbers, booth sales, and financial reports for assigned programs.
Ensure partnership benefits are applied to exhibitor & registration records for respective ASAE Programs.
Assist Expo and Registration Teams with conference sign orders.
Responds for significant customer service inquiries/requests via telephone, email and in?person at programs, conferences and/or special events, while providing efficient and friendly onsite service.
Develop an efficient filing system for assigned projects to easily access and retrieve registration and exposition files, information and supplies.
Assist the Registration & Expo team members on projects as needed.
Commitment to professional growth and organizational excellence.
Bachelor’s Degree, preferably in Hospitality or related job experience
Knowledge of associations
At least 2 - 3 years of specialized exhibits, registration, and/or meetings experience preferred Skills
Ability to build rapport and develop professional relationships over the phone, email and in written communications
Effective listening, communication (verbal and written), and customer services skills
Strong project management skills, with the ability to oversee multiple simultaneous projects, and to meet deadlines in a fast?paced environment
Solid organizational skills and analytical ability, with attention to detail and accuracy
Self?directed and able to work independently
Ability to work productively and collaboratively with a wide range of personalities including displaying good judgement when making time?sensitive decisions
Desire and ability to grow within the organization and take on new responsibilities and challenges
Ability to approach challenges in an imaginative way
Works well under pressure and maintains professional relationships with colleagues at all times
Advanced working knowledge of Outlook and Windows Microsoft Office programs, specifically Word, Excel and PowerPoint
Experience with Aptify and eShow databases are a plus
Onsite management sometimes requires evening and weekend work
Limited travel is required
ASAE is a membership organization of more than 22,000 association executives and industry partners representing more than 11,000 organizations. Our members manage leading trade associations, individual membership societies and voluntary organizations across the United States and in nearly 50 countries around the world.
With support of the ASAE Foundation, a separate nonprofit entity, ASAE is the premier source of learning, knowledge and future-oriented research for the association and nonprofit profession, and provides resources, education, ideas and advocacy to enhance the power and performance of the association and nonprofit community.
We believe associations have the power to transform society for the better. Our passion is to help association professionals achieve previously unimaginable levels of performance. We do this by nurturing a community of really smart, creative, and interesting people - our members. In short, we are the Center for Association Leadership.