Events Specialist

ASIS International, a professional membership organization located in Alexandria, VA with 34,000 global members, seeks a detail-oriented Events Specialist.

This position supports all ASIS International meetings and events through registration, housing, and general meeting logistics management. The Events Specialist collaborates across organizational departments to ensure educational and financial goals are met or exceeded and support the vision and objectives of the organization.

Summary of tasks:           

• Classroom Program Meeting logistics – Serve as the liaison between staff and hotel for logistical needs, including budget management, space assignment, direct billing and account specifications, reservations, housing reports, food and beverage selection, audio/visual equipment rental, and onsite coordination.
• RFP and Contract Management – Develop and source RFPs for smaller meetings and events. Use sound logic and decision making to properly vet and secure hotels for the program and association’s needs. Manage and foster relationships with hotel sales representatives. Understand hotel contract clauses with the ability to enforce them as necessary.

• Registration Management – Manage registration process in conjunction with key departments for all meetings, including registration build/set up, reporting, name badges, and vendor interface. Serve as the point of contact for elevated cancellation and refund requests. Serve as onsite point of contact.

• Housing Management – Manage housing process for all meetings including reporting, vendor interface, staff housing, and room block management. Identify and develop transient business group rate for internal meetings. Set policies for staff hotel room block requests. Serve as onsite point of contact.

• Additional support for meetings and events – Serve as the onsite hotel contact, provide meeting room checks, set up audiovisual equipment, and registration check in desk. Manage annual conference signage, keeping track of the onsite day-to-day signage inventory. Manage pre- and onsite shipping logistics for all meetings and events.