American Society of Travel Advisors, Inc

POSITION SUMMARY  

ASTA is looking for an Events Coordinator to join our growing events team. This role manages the ASTA attendee experience at events throughout the year (both domestically and internationally). The ideal candidate will be perceptive and aware of the attendee experience from conception through event closeout. They will work with several departments within ASTA to ensure the attendee experience is polished at every step.  

This unique position requires an equally unique personality: someone with a sense of ownership who also maintains a "team player" attitude. This person should be curious, a self-starter, have a positive outlook, and pay close attention to detail.  

RESPONSIBILITES  

• Manage the attendee event experience from creation to execution for 5+ assigned annual ASTA events.  
• Event Registration System Management (Pheedloop) 
  • Identify and collect key information needed for a smooth registration process  
  • Develop each form setup depending on the needs of the event (in Pheedloop and in our iMIS database system) and test registration websites 
  • Build and execute pre- and post-registration email communication plan for attendees  
  • Maintain and update attendee FAQs for each assigned event and provide insights to improve event communications 
  • Create and provide event reports to internal stakeholders such as Marketing, Business Development, etc 
  • Manage attendee records within our event registration system, including:  
  • Processing cancellations, refunds, and updates  
  • Performing data cleanup and accuracy checks  
  • Reference and navigate member information using our membership database (iMIS) 
  • Registering ASTA staff, ASTA board members, VIPs, and speakers 

Preplanning Event Responsibilities  

• Respond promptly and thoroughly to attendee inquiries via email (meetings.org inbox) and phone 
• Collaborate with the creative team to produce, proof, and order event badges 
• Organize event webinars including scheduling, communications, live customer service support, registration review, and closeout 
• Lead the development of Event Apps in collaboration with IT  
• Maintain rooming list changes for assigned events  
• Coordinate all equipment, inventory, and timely shipments for events 
• Order, maintain, and organize inventory of event supplies in our HQ located in Alexandria, VA 
• Develop an understanding of industry best practices and execute strategies to improve and streamline our processes continuously  

Onsite Event Responsibilities  

• Determine the onsite registration desk needs for setup and staffing 
• Lead and train the registration team staff working onsite at events   
• Manage registration vendor communication, if applicable, for setup needs and budgeting  
• Develop, proof, and send out onsite event communications  
• Develop post-event survey questions with various ASTA departments and help to collect registration trends from this data 
• Collaborate with the Events Manager on rooming lists, transfers, and other onsite logistics needs 

REQUIREMENTS  

• 2+ years of prior event coordination or attendee registration software management experience  
• Customer service and/or hospitality skills 
• Experience in Excel, updating and analyzing report data   
• Excellent copywriting and communication skills, with a high level of attention to detail 
• Webinar platform management and coordination  
• Must be able to travel 6-8 times per year to our events, both domestically and internationally 
• Onsite events require long hours on your feet, often moving materials to/from various locations. 

WHO WE ARE LOOKING FOR 

• You're a self-starter: when you see a need, you address it. You can work to the edge of your authority
• You're a clear communicator: excellent verbal and written communication and organizational skills 
• You're a people person: proven experience in customer service with strong problem-solving and de-escalation skills
• You're tech-savvy: proficiency in Microsoft Office Suite, experience in event registration platforms, and analyzing registration trends/data
• You're a juggler: ability to manage multiple priorities and deadlines simultaneously.  
• You're a team player: willing to support our team and lift each other up  
• You're career-ready: always looking for an opportunity to learn, grow, and receive feedback. Ready to take on the events industry  
• You're a world traveler: passport-ready and open to traveling as needed for our events (6-8 times per year) 

• Salary Range: $50,000 - $58,000 annually, based on experience and qualifications.
• Hybrid / Remote Work Options
  • Eligible Work Locations:
    • Washington, DC, Maryland, or Virginia (Hybrid - 3 days per week in the office)
• Benefits
  • Company-subsidized medical, dental, and vision
  • Company-paid life insurance and short- and long-term disability coverage
  • Paid time off (vacation, comp leave, and holidays)
  • 401(k) plan with employer 6% match