Administrative Assistant

  • Manage conference registration process.
    • Set up the registration form within the technology platform. Make changes as needed.
    • Answer questions from attendees about the registration process.
    • Audit registration list on a periodic basis to ensure participants are registered correctly, paying attention to make sure exhibitors are registered as such, no students are registered, all breakout session speakers are registered, etc.
    • Provide the Conference Committees with weekly registration updates via email. Updates should include: total registration, total school registration, total employer registration, total sponsor and exhibitor companies registered.
    • Audit conference registration list on a periodic basis to ensure participants are registered correctly, paying special attention to make sure exhibitors are registered as such, no students are registered, all breakout session speakers are registered, etc.
    • Reach out to those who have cancelled registration to explain the cancellation policy. Send requests for cancellations to Executive Director for review.
    • Provide registration lists to the conference technology provider as needed in order to register attendees.
  • Assist with speaker logistics
    • Once speakers are selected, provide them with instructions for how to work with the technology platform to prepare for their event. Confirm that each of them has read through the documentation and attended the speaker training.
    • Set up event feedback within the technology platform, and provide the Conference Committee and speakers with a copy of the feedback for their sessions after the event.
    • Collect presenter/speaker PPTs for tech firm and document library.
    • Collect speaker and room host cell numbers in case of any technical issues.
  • Assist with sponsor and exhibitor logistics
    • Track sponsor and exhibitor registration within the event software, and note which companies have registered on the S&E Tracking document in Smartsheet.  
    • Follow up with companies after they register to provide them with instructions on how to set up their virtual booth within the technology platform. Confirm that they have read the instructions, attended training, and set up their booth in advance of the event.
    • Capture logos and other branding items from the sponsors that will receive overall event branding.
    • Add sponsor and exhibitor logos to conference web site, per the prospectus.
    • Assist the Executive Director with sponsor and exhibitor gifts and thank you notes, if used.