Registration Specialist, Global Meetings

Description & Requirements

The Global Meetings & Events Team oversees the strategic planning and seamless execution of logistics for more than 300 meetings and events annually across the Firm. These events vary in size and scope, collectively generating approximately 50,000 attendee registrations each year.

A critical component of each event is the registration and guestroom management process, which plays a pivotal role in ensuring a successful attendee experience. This role is responsible for coordinating and managing attendee registration, hotel reservations, and contractual guestroom blocks for multiple in-person Firm events globally and concurrently, utilizing EventsAir, the Firm's registration platform.

The individual must work shift hours from 10:00 am to 7:00 pm (Manila time). High demand periods will require extended hours which may include early mornings and or late evenings

Main responsibilities:

Registration Management:

• Develop and manage multiple online registration sites for meetings and events
• Customize registration sites based on event requirements
• Monitor registration activity 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
• 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:

• 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:

• College Degree (meeting planning or marketing degree a plus)
• Some strategic meeting & event management experience
• Experience working in a law Firm, professional service Firm, corporate environment, or hotel

Hotel & Hospitality Industry Experience:

• Proven hotel and hospitality industry expertise through various associations, and passionate about continuing to educate yourself on the industry outside of the daily work at the Firm
• Experience working with hotel contracts and room block management is preferred

Organizational & Accuracy Skills:

• Highly organized with strong coordinator project management skills and demonstrated ability to handle multiple projects and deadlines simultaneously
• Outstanding accuracy skills and strong attention to detail

Time Management Skills:

• Excellent time management skills
• Able to multitask, analyze and manage multiple ongoing projects

Interpersonal & Communication Skills:

• Excellent people management and interpersonal skills to successfully coordinate key relationships and projects across an organization
• Exceptional spoken and written English communication skills with prescribed business etiquette at both personal and electronic levels in a multi-cultural, multi-level environment, both internally and externally

Work Ethic:

• Confident, diplomatic, mature with sound judgment and a strong sense of responsibility to deliver against set objectives
• Confident, pleasant disposition, positive attitude, even during stressful times. High demand periods will require extended hours, which may include early mornings and or late evenings

Budget Management:

• Basic budget and financial management skills for meetings and events

Negotiation Experience:

• Able to negotiate simple contracts and orders, as well as implement the terms of contracts

Autonomy:

• Can work independently

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

Problem Solving/Conflict Management:

• Basic to intermediate ability to manage conflict with diplomacy and credibility
• Able to make effective recommendations for decisions and judgment calls, and can provide creative and innovative solutions

Analytical & Problem Solving Expertise:

• Is required to make simple judgement based on previous experience, and can react quickly to resolve issues

Business Structure Know-How:

• Has experience working in a hotel, law, or business environment and can move projects along or adjust to the needs of the organization
• Flexible and understanding that some responsibilities of this position may change to meet the needs of the meeting or department

Technology
:

• Proficient in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint)
• Proficient in event registration platforms (e.g., EventsAir, Cvent, Aventri, or similar)
• Has enthusiasm for keeping up with technology and bringing ideas to the Managers on how to improve meetings with technology

Reports to:
Event Manager, Global Meetings & Events; Senior Manager, Global Meetings & Events; Associate Director, Global Meetings & Events

Position Type:
Specialist

Development Framework:
Business Support

About us

At Baker McKenzie we are different in the way we think, work and behave. With our team of 13,000 people, including over 6,500 locally admitted lawyers, in over 70 offices worldwide, we have a passionately collaborative community of 60 nationalities and are committed to world-class career development to everyone in every job at every level. Baker McKenzie can offer you both the uncompromising commitment to excellence expected of a top firm paired with a passionately global and genuinely collaborative working environment.

Additional Information

Baker McKenzie is an Equal Opportunity Employer. We are committed to promoting diversity and inclusion for all. Our unique international culture is reflected in the drawing together of a worldwide family of individuals from diverse cultures and backgrounds in all of our offices. We encourage the best people - regardless of race, religion or belief if any, gender, gender identity, disability, sexual orientation or age - to fulfill their professional aspirations with us. We are committed to ensuring an inclusive and accessible experience for all candidates.