AOC currently has a hybrid work environment in its Alexandria office.
AOC offers a competitive salary and a generous benefits package, including 100% coverage for personal medical, dental, and vision insurance; 401K automatic 3% employer contribution; up to two days per week of telecommuting; fitness center; life insurance; parking; a relaxed, family-friendly work environment; and a healthy work-life balance with a culture of self-care and self-improvement.
4 Year Degree
Telecommuting is allowed.
AOC is looking for an organized, customer-service focused and detail-oriented conference and registration coordinator to support the successful operation of our meeting and events strategy. The ideal candidate has experience working with associations in a dynamic team environment, enjoys building and managing registration systems for small and medium-scale events from concept to completion, thrives on performing data analysis and problem-solving, and can handle multiple projects simultaneously with a high level of customer service. As a key player on our team, excellent interpersonal and communication skills are necessary. Reports to Manager, Exhibit Operations and Conferences.
Responsibilities include but are not limited to:
Work with internal team and registration vendor to build effective and user-friendly registration sites/processes.
Create and maintain the online registration database.
Create and maintain records integration between registration platform and member database.
Process and enter special registrations (speakers, board, sponsors, etc.)
Manage confirmations, resolve duplicate registrations, enter payments, create invoices, and communicate with attendees and conference leads.
Process refunds, cancellations and substitutions and follow up with outstanding payments.
Cross-check registration lists with security protocol and follow-up with attendees on outstanding paperwork.
Track weekly registration history and generate registration and revenue reports.
Analyze registration data and trends and make recommendations to rules and processes
Manage onsite registration from set up to tear down
Mark no-shows, input onsite registrations and provide final financial report after each conference.
Reconcile registration, meal invoicing and collections for conferences.
Answer all incoming events questions via telephone and email and troubleshoot as necessary.
Prepare event badges, tent cards and conference materials.
Coordinate all event shipments.
Manage volunteers and temp staff for larger conferences, correspond with onsite logistics team, and industry outreach, scheduling and communications.
Maintain all event material inventory, including but not limited to badge stock, badge holders, ribbons, etc.
Facilitate board meeting logistics (2-3 times annually), including managing RSVPs, coordinating housing, audio/visual, shuttle bus, F&B, off-site events, and overseeing on-site execution.
Assist with advocacy events as they arise.
Other Duties as Assigned
Familiarity with registration (currently BlueSkyz) and AMS (currently YM) platforms
Exceptional project coordination and time management skills; able to perform in a deadline-oriented environment and manage multiple projects at one time
High-level attention to detail
Previous work in an association environment is a must
Two to four years of work-related experience in event registration or other association customer support role
Strong proficiency in MS Office Suite, including Word, Excel, and Outlook and strong desire to embrace and utilize additional technologies and software
A positive attitude, working well independently and in a collaborative, cross-functional team environment
Reliable, punctual, motivated, hard-working and a willingness to go “above and beyond”
Exceptional interpersonal skills and able to work well with both internal and external customers
Must be able to multi-task and complete assignments accurately and on time
Demonstrates executive presence, with professional verbal/written communication skills and exemplary organizational skills
Self-motivated with a strong work ethic and able to work independently with minimal supervision
Flexible, detail-oriented, bright, and articulate and hold the highest ethical and professional standards
Bachelor’s Degree Preferred
Must be a US citizen
Travel Requirements: Travel with be required 3-4 times annually. Conference travel involves overnight stay away from home which generally last from 4-5 days.
External Relationships: Daily contact with committee chairs, committee members, speakers, university officials, government and military officials and others as required.
Internal Relationships: Reports to the Manager, Exhibit Operations and Conferences and has daily contact with Directors and other members of the AOC staff.
The Association of Old Crows (AOC) is an organization for individuals who have common interests in Electronic Warfare (EW), Electromagnetic Spectrum Management Operations (EMSO), Cyber Electromagnetic Activities (CEMA), Information Operations (IO), and other information related capabilities. The Association of Old Crows provides a means of connecting members and organizations nationally and internationally across government, defense, industry, and academia to promote the exchange of ideas and information, and provides a platform to recognize advances and contributions in these fields.