Registration & Event Coordinator

Indianapolis, IN, USA|Travel, Onsite

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $19.00 - $27.50

Work Schedule

Standard Hours

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

Vision Insurance

401(k) Plan

Paid Time Off

paid volunteer day

generous vacation

Job Description

The National Association of Mutual Insurance Companies (NAMIC) is a leading organization representing mutual insurance companies across the United States. Established with the mission to support and advocate for mutual insurance companies, NAMIC serves as a valuable resource and voice within the industry. With a strong commitment to professionalism and member service, the organization fosters an environment focused on growth, education, and community involvement. As a well-respected association in the insurance sector, NAMIC offers a collaborative and inclusive workplace culture dedicated to excellence and innovation in insurance services and education.

NAMIC is currently seeking a Registration & Event Coordinator to join its Events, Education, & Association Services Department. This full-time role involves performing vital administrative functions to support the event team responsible for planning and executing meetings, seminars, virtual educational programs, and various related events. The position plays an essential part in ensuring that events run smoothly by managing registration processes, assisting in event coordination, and supporting marketing efforts. The ideal candidate will bring strong organizational skills, experience in event support, and a passion for delivering exceptional service to attendees and members.

In this role, the Registration & Event Coordinator will act as the primary registrar during assigned events, greeting attendees, processing registrations on-site, managing event capacities, and addressing attendee inquiries efficiently. They will ensure data accuracy by performing daily cross-checks on registration and event details and maintain detailed tracking spreadsheets and historical records. The role calls for innovative thinking to identify and utilize new event management systems that enhance operational efficiency and the overall attendee experience.

The coordinator will support meeting planners by handling coordination of event logistics such as speaker arrangements, presentation materials, meeting specifications, and optional activities. In addition, the coordinator assists in marketing efforts by updating web content for both in-person and virtual events, proofreading event copy, and maintaining marketing tracking worksheets. The role also requires researching and proposing creative event elements like vendors, decor, and entertainment within budget constraints.

Maintaining comprehensive records for seminars and virtual events including venue needs, attendance history, satisfaction ratings, and budget details is another critical responsibility. The coordinator will also provide administrative support for committee-related activities including preparation of meeting materials and communications. Strong customer service skills are essential, as the role frequently involves responding promptly to member inquiries via phone and email.

NAMIC values its employees and is proud to offer an excellent compensation and benefits package for this full-time position. Benefits include access to group medical, dental, and vision insurance, a matched 401(k) plan, paid volunteer days, generous paid vacation, and more. The organization fosters a friendly yet professional work atmosphere where dedication and teamwork are recognized and rewarded. NAMIC is an equal opportunity employer committed to diversity and inclusion, ensuring that all qualified applicants receive fair consideration regardless of race, color, religion, gender identity, sexual orientation, age, disability status, or veteran status.

Job Requirements

Bachelor's degree or equivalent experience
Demonstrated computer proficiency
Experience supporting meeting planning preferred
Availability for overnight travel approximately four times per year
Must be able to lift 25 pounds and perform physical tasks
Ability to pass criminal background check
Ability to pass motor vehicle record check

Job Qualifications

Demonstrated computer proficiency including Microsoft Office, Excel, Adobe, database management
Experience in supporting the meeting planning function, such as working in the hospitality field or supporting event planners, is preferred
Bachelor's degree or equivalent experience in a related business
Must be available for overnight travel by car and air approximately four times per year for approximately four days at a time, including occasional weekend nights
Must be able to lift a minimum of 25 pounds, bend to the floor, reach above one's head, and perform occasional physical labor associated with event preparation
Ability to successfully pass a criminal background and motor vehicle record check

Job Duties

Serves as primary registrar at assigned event registration desk operations on-site including greeting attendees, answering event questions, processing on-site registrations, managing limited capacity event counts
Ensures registration and event detail accuracy by performing daily data cross-checks
Assists in the development and ongoing maintenance of registration and housing tracking spreadsheets and historical records
Assists in identifying new opportunities to utilize event management systems to improve operational efficiency and attendee experience
Supports meeting planners in coordination of meeting planning details such as speaker coordination, presentation material coordination, optional activity coordination, preparation of meeting specifications and hotel room lists for seminar activities as assigned
Coordinates all meeting planning details for respective association clients as assigned
Supports and coordinates marketing efforts and webpage updates for in-person and virtual events, including drafting and proofing of copy and maintaining a tracking worksheet
Researches and proposes event activities, vendors, decor, entertainment, and other event options within the anticipated budget
Maintains business records and history for seminars including meeting space needs, sleeping room pickup, F&B expenditures, events held in conjunction with seminars
Assists meeting planners with developing and updating event project timelines
Serves as administrative support for meeting planner committee work
Maintains business records and history for virtual events and special projects including attendance history, speaker history, satisfaction ratings, and budget worksheets
Edits and reviews event registration details and coordinates registration packet assembly for events with direction from meeting planners
Assists with marketing efforts for respective events, prepares list requests for mailings, emails and faxes broadcasts, coordinates printed marketing mailings, prepares event logistical and registration information for the NAMIC website, and provides updates as needed
Provides customer service support including using positive telephone skills, responding promptly to emails and phone calls from customers/members inquiring about virtual education and meetings
Supports all aspects of Event, Education, and Association Services office operations including following office procedures, organizing and using filing systems, maintaining department work areas
Provides administrative support to meeting planners for committee-related activities including committee meeting material preparation, meal setup, and communication efforts
Builds and maintains positive working relationships with management, staff members, and external contacts
Arrives at work on time and maintains a positive attendance record
Performs any other duties and projects as assigned