Director, Event Registration. Jobs

Optica is looking for a Director, Event Registration. The incumbent will oversees registration activities for three major conferences and 10-15 smaller meetings. Schedule and review progress of all meeting registration activities. Train and manage registration staff with the day-to-day activities to ensure proper organization and processing of registration for meetings registration. Interact frequently with department staff, and have frequent contact by telephone/web conference and periodic contact in-person with meeting attendees, vendors, and convention-related temporary staff.

The Director of Event Registration is responsible for overseeing all in-person and virtual registration responsibilities. This includes setting up, opening, reporting, reconciling, closing, and maintaining the registration sites. It also includes communicating registration data/demographics and financial reconciliation to all stakeholders on each meeting.

Primary Responsibilities

Registration Management

1. Oversees the set-up registrations paths for all Optica events
2. Oversees the set-up of events in CRM
3. Ensures deployment and maintenance of event registration websites
4. Ensures accurate and proper design of online and onsite registration forms
5. Oversees processing of incoming registrations
6. Functions as primary contact for registration-related questions and issues
7. Managers post-show speaker registration audit
8. Manages registration financial reconciliation
9. Maintains inventory of registration related materials (badge stock, holders and ribbons)

Vendor Management

1. Serves as day-to-day contact for registration vendor
2. Identifies and secures appropriate registration and temporary services vendors
3. Negotiates contract(s) and acquires lowest costs possible while maintaining highest quality service level
4. Tracks and manages costs for registration and temporary services vendors.

Database Management

1. Continuously evaluates, measures, and improves registration processes, procedures and documentation.
2. Utilizes multiple registration and data management systems.
3. Analyzes and summarizes complex data in effective and innovative ways, such as informational dashboards, interactive data visualizations and reports.

Data Analysis and Reporting

1. Develops analyses that lead to actionable strategies to accelerate profitable growth and position meeting products to remain current to trends and relevant to customers
2. Analyzes customer/volunteer registration-related behaviors and trends

Financial Reporting & Integration

1. Recommends, supports and delivers plans, strategies and budgets for all assigned Optica meetings, interacting directly with budget managers to ensure timeliness and accuracy of financial processes.
2. Works with Optica Finance department and Registration Manager on financial close out for registration income and expenses.
3. Identifies process inefficiencies (accounting, logistics, registration, etc.) and recommends and implements solutions.

Staff Management

1. Staff Manager of Optica Registration team
2. Oversees and continuously evaluates, measures and improves registration processes and reporting.

Education and Experience

1. Bachelor’s degree
2. Minimum 5 to 7 years’ experience in event and registration management

Skills and Abilities

1. Excellent attention to detail
2. Strong skills with Microsoft Office and Tableau
3. Ability to work both independently and as a team player (using discretion in decision making and sound judgment in problem solving)
4. Strong supervisory skills
5. Strong written and verbal communication and interpersonal skills
6. Strong follow-up and time management skills
7. Positive attitude and self-motivation
8. Flexible and willing to work outside of normal business hours (evenings, weekends) and travel when required to be on-site at events and/or troubleshoot remotely
9. Ability to prioritize and handle a variety of projects simultaneously
10. Ability to learn new technologies and processes quickly
11. Ability to travel 10-15% annually

Located in the Dupont Circle neighborhood of Washington, DC, Optica, formerly OSA, offers a competitive salary and excellent benefits. Send resume, cover letter, and salary requirements to [email protected].