Registration Specialist, Global Meetings

The Registration Specialist, Global Meetings & Events will coordinate and manage attendee registration, hotel reservations, and contractual guestroom blocks for multiple in-person Firm events globally and concurrently, utilizing EventsAir, the Firm's registration platform. A critical component of the role and each event is the registration and guestroom management process, which plays a pivotal part in ensuring a successful attendee experience.

This role will require high-demand periods of extended working hours, which may include early mornings and or late evenings. 

Main responsibilities:

Registration Management:

• Create and manage multiple online registration sites for meetings and events
• Monitor registration activity, create reports, and provide regular updates to stakeholders
• Respond to attendee inquiries and provide support throughout the registration process
• Check and maintain accurate attendee data and generate reports as needed
• May coordinate on-site registration logistics, including check-in processes and badge production
• Provide final registration data and analysis for post-event reporting

Hotel Guestroom Management (when event has guestrooms):

• Manage hotel room blocks and monitor pickup to avoid attrition
• Coordinate rooming lists, updates and special requests with hotel contacts regularly
• Track and reconcile hotel reservations, ensuring accuracy and timely updates
• Communicate hotel policies and deadlines to attendees and internal teams
• Assist with post-event reconciliation and reporting, including review of final hotel invoices

Collaboration & Communication:

• Work closely with meeting planners, hotels, and internal departments to ensure alignment on all event needs
• Support the broader meetings team with administrative tasks and logistics as needed
• Maintain clear documentation and timelines for all assigned projects

Skills and experience:

• Experience/Education:
  A college degree (meeting planning or marketing degree is a plus); Some experience in event registration or hospitality coordination in a hotel, agency, or corporate environment
• Technology:
  Proficient in Microsoft Office Suite (Excel, Outlook, Word, CoPilot). Experience using event registration platforms (e.g., EventsAir, Cvent, Aventri, registration systems or similar); Has enthusiasm for keeping up with technology and making suggestions on how to improve EventsAir, which is the Firm's system
• Supplier Relationship Management Skills:
    Contribute to creating, cultivating and managing productive relationships with hotels (many of whom are the Firm's clients) and suppliers to ensure that specifications are understood and met by the hotel and vendor
• Hotel Contract and Room Block Management Skills:
  Able to understand and apply hotel contract terms, including room block commitments, cancellation rules, and attrition policies. Experienced in planning and managing guestroom blocks, tracking reservations to avoid penalties, and working with hotels to ensure all contract details (on sections specific to the guestroom blocks, attrition, cancellation, etc.) are followed; Skilled in handling rooming lists, special requests, and final invoice reviews to keep events cost-effective and compliant
• Organizational, Accuracy & Problem-Solving Skills:
    Strong organizational skills and attention to detail and accuracy; Can work independently and resolve registration problems
• Time Management Skills:
  Self-starter, excellent time management skills; Able to multitask, analyze and manage multiple registration projects and deadlines at once
• Communication & Customer Service Skills:
  Excellent verbal and written English communication skills, and passionate and successful in customer service
• Work Ethic:
  Strong work ethic. Diplomatic, mature, with sound judgment, with a strong sense of responsibility towards their work; Confident, pleasant disposition, positive attitude, even during stressful times
• Negotiation Experience:
  Can negotiate waivers and favors from hotels
• Problem Solving / Conflict Management:
  Basic to intermediate ability to manage conflict with diplomacy and credibility. Ability to make effective recommendations for decisions and judgment calls. Ability to provide creative and innovative solutions.
• Teamwork:
  Able to work effectively with team members (directly in-person and remotely) and instrumental in assisting the Director and Manager in promoting a "one team" environment

Location:

Buenos Aires or Manila Centers

Reports to:

Event Manager, Global Meetings & Events; Senior Manager, Global Meetings & Events; Associate Director, Global Meetings & Events

Travel requirements:
Travel internationally to the Firm's Annual or Regional Meetings once a year is likely (but not guaranteed) to be requested of the role.  As a result, the person should have the ability to travel for business

Position Type: 

Specialist

Development Framework:

Supervisor/Specialist