At ALSAC you do more than make a living; you make a difference.

Job Description

Acts as the main day-to-day support for event operations assisting the Event Operations Advisors with executing event registration, hotel, travel, and transportation requirements. Primary responsibilities include: 1) event ops administration (building registration sites, supporting attendee room reservations, flight reservations, travel manifests, submitting contracts, processing invoices, reporting, and maintaining procedural documentation) 2) Act as a liaison between vendors, event operations advisors, and internal stakeholders ensuring timely communication, reporting, and management of all real-time event attendee support. Must have event operations experience servicing attendee travel, hotel room reservations, and invoice processing/reconciliation.

ESSENTIAL JOB FUNCTIONS

1. Responsible for executing registration, hotel, and transportation support. Excellent communication and interpersonal skills, including the ability to speak with all levels of guests, vendors and colleagues. Keen attention to detail and efficient problem-solving skills. Donor facing skills required.
2. Use project management skills to complete registrations in a timely fashion and within brand standards. Executes and documents registration progress, keeping stakeholders informed throughout the process and providing detailed reporting for all stakeholders.
3. Works with advisors, event leads, and planners to execute a seamless registration area. Able to communicate complex ideas to business partners. Maintains registration playbook, checklist and ensures business continuity for the registration platform.
4. Responsible for ensuring hotel room blocks are optimal for all events. Supports the Event ops Advisor; ensuring hotel rooming lists are accurate, communicated, and attendees’ reservations are finalized, confirmed, and communicated in a timely fashion.
5. Acts as a travel concierge assisting event hosts and attendees with flight bookings and management within Egencia.
6. Responsible for assisting the transportation advisors with the execution of building travel manifests and reporting.
7. Responsible for contract management and invoice processing and reconciliation to ensure terms, conditions and costs are in alignment with our contractual agreements.
8. Operates within internal event software and has working knowledge of systems such as Confluence, Contracts 360, SharePoint, Smartsheet, OneNote and mural. Researches and stays current on registration platform updates for continual improvement. Monitors donor feedback to make adjustments to optimize their experience.
9. Provides live event support as needed.

Requirements

• Influences the work of others who perform essentially the same work. May organize, set priorities, schedule and review work, but has no responsibilities to hire, terminate, review performance or make pay decisions
• Work requires following a variety of clearly prescribed standard practices involving application of rules, processes, and procedures
• Problems are varied, requiring analysis or interpretation of the situation. Problems are solved using knowledge and skills, and general precedents and practices
• Performs tasks, duties and works to complete work assignments autonomously, using established procedures and innovation. Chooses from sound alternatives to resolve problems. Makes recommendations to work procedures, policies and practices. Refers unusual problems to supervisor
• Working knowledge of ITS procedures to create registration and event app back-end processes and technology improvements
• Intermediate experience in Microsoft tools (Excel & PowerPoint) required
• Bachelor’s Degree and 3-5 years relevant experience required. In lieu of educational requirements, may substitute 6-7 years related work experience.
• CVent, Wufu, Zoom; AutoCAD knowledge preferred
• Certified Meeting Planner (CMP), Event Professional Certification helpful

Benefits & Perks

The following Benefits & Perks apply to Full-Time Roles Only.

We’re dedicated to ensuring children and their families have every opportunity to enjoy life’s special moments. We’re also committed to giving our staff excellent benefits so they can do the same.

• Core Medical Coverage: (low cost low deductible Medical, Dental, and Vison Insurance plans)​
• 401K Retirement Plan with 7% Employer Contribution
• Exceptional Paid Time Off
• Maternity / Paternity Leave
• Infertility Treatment Program
• Adoption Assistance
• Education Assistance
• Enterprise Learning and Development
• And more

ALSAC is an equal employment opportunity employer.

ALSAC does not discriminate against any individual with regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, transgender status, disability, veteran status, genetic information or other protected status.

No Search Firms:

ALSAC does not accept unsolicited assistance from search firms for employment opportunities. All resumes submitted by search firms to any ALSAC employee or ALSAC representative via email, the internet or in any form and/or method without being contacted and approved by our Employee Experience team and without a valid written search agreement in place will result in no fee being paid if a referred candidate is hired by ALSAC.