[Hiring] Attendee Experience Specialist @Meetings & Incentives Worldwide, Inc.

Role Description

The Specialist, Attendee Experience will work closely with the Event Experience Manager to understand the program goals and objectives and lead registration to all assigned programs. The Specialist focuses on attendee management, reporting and client needs outlined by the Event Experience Manager and can work independently. The Specialist works effectively and efficiently with the internal support teams and external clients and complies with the corporate and/or pharmaceutical guidelines.

• Periodic schedule flexibility is required to accommodate US-based customers.

What you will do here:

• Follow and build client SOPs as required
• Qualify attendee information
• Manage hotel accommodations and changes
• Maintain meeting database with continual updates/changes
• Provide reportable information for your meetings in a timely manner
• Meet deadline expectations
• Manage all attendee communication. Examples include event invitations, reminders, travel letters, communication emails, and surveys
• Provide quality control processes. Examples include Ground Manifest vs. A/D Manifest, Hotel Rooming List vs. M&IW Rooming List, M&IW Rooming List vs. A/D Manifest, HCP reporting clean up
• Provide onsite preparation assistance. These services would include, but are not limited to badge layout/production, onsite sign in sheets, onsite reports, registration packet preparation/production, onsite supply preparation/shipment
• Assist in website testing
• Technical Support and/or Digital Production on virtual events
• Research 3rd Party Vendor options and information (dine around grids, gifts/materials, etc.)
• Work on complex programs with numerous participant types, complicated web builds, and extensive reporting
• Handle issues and challenges onsite and overcoming them by thinking outside the box
• Ability to handle a wide range of program types (NSMs, VIP programs, Pharma, etc.)
• Act as a lead on limited-service events, including the financial process (budget reconciliation, invoicing, and close-out)
• Travel and act as lead Program Manager and Coordinator for meetings that allow only one M&IW staff person onsite (i.e., handle meeting room set-up, A/V, ground, F&B)
• Use and develop event registration sites outside of Cvent
• Understand, develop, and design mobile event apps, including how to provide customer assistance on the download and use of the app
• Clearly and effectively communicate to each vendor the requirements and specifications needed, negotiate cost savings, and manage payment/reconciliation process
• Initiate, plan, execute, control, and close out attendee registration projects
• Manage meeting profiles and statuses in event software
• Create and manage client and internal timelines

Onsite Physical Activities (Non-Essential Functions)

This position includes a set of nonessential physical activities associated with onsite event support. These activities are not fundamental to the core duties of the Specialist, Attendee Experience role but may be required during live event execution. While the essential functions of the position center on planning, coordination, communication, client management, and project leadership, certain onsite tasks involve physical activity that supports event operations and if unable to perform these physical activities the company needs to know.

• Movement & Positioning: Frequent standing and walking are required, particularly during event setup and teardown, registration, and onsite administration. Extended periods on one’s feet are common throughout an event, often up to 4 hours without a rest break. A typical onsite day may last 8 to 14 hours, depending on client needs and agreements.
• Sitting: Occasional sitting is required during planning meetings, travel to and from event sites, computer-based work, or registration duties.
• Lifting and Carrying: Ability to lift, carry, push, or pull event materials, supplies, signage, or equipment weighing 25 to 40 pounds. Items over 25 pounds require assistance from another M&IW team member.
• Reaching and Grasping: Event setup and breakdown may involve reaching overhead and handling tools or materials.
• Bending/Kneeling/Crouching: Occasionally required during event setup and breakdown.
• Repetitive Motions: Repeated hand and arm movements may occur during tasks such as preparing registration, arranging event spaces, or setting up displays.
• Travel Requirements: Frequent travel to event sites, venues, and client locations, often involving overnight stays. This may include navigating airports, train stations, hotels, and conference centers.
• Operating Vehicles: Occasional driving may be required to transport materials or travel to off-site event locations. This applies only to approved drivers with prior authorization from the Onsite Lead.
• Working in Varying Environments: Events occur in diverse settings, including indoor venues (conference centers, hotels) and outdoor spaces. Fluctuating temperatures, weather conditions, crowded or noisy environments, and varying lighting levels may be encountered.

Qualifications

• College degree or equivalent experience
• Minimum 4+ years of experience in the meetings industry
• Knowledge of virtual and hybrid event options
• Proven excellent oral and written communication skills in both internal and client-facing environments
• Demonstrated track record of successfully managing multiple projects simultaneously
• Experience with database management programs (Cvent preferred)
• Extensive knowledge of Cvent: room shares, event payments and discount codes, Cvent OnArrival, sessions, Event in a Box
• Proficient in Microsoft Office systems (Outlook, Excel, OneNote, Word, and Power Point)
• Including mail merges, agenda creation, tables, etc. in Word
• Including advanced knowledge of excel (Concatenate, Vlookup, SumProducts, Conditional Formatting, CountIF, etc.)

Benefits

• Competitive salary
• Pension Scheme
• Laptop, additional monitor, and mobile phone
• Global Giveback program for volunteer service
• Remote Office / Work from home

Company Description

Meetings & Incentives Worldwide, Inc. is an Equal Opportunity Employer who prohibits discrimination and harassment of any kind and affords equal employment opportunities to all employees and applicants without regard to race, color, religion, sex (including pregnancy, childbirth, reproductive health decisions, sexual orientation, and gender identity), national origin, age, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.

Meetings & Incentives Worldwide, Inc. specializes in global event management with virtual, hybrid, and in‑person experiences of all shapes and sizes, as well as consulting and enterprise strategies. As an entrepreneurial organization, we place customers at the center of everything we do and prioritize their needs through our core values of quality, agility, flexibility, and innovation. M&IW is a third generation, privately held, certified Women's Business Enterprise (WBE) in business for more than 50 years. Headquartered in Wisconsin, USA, and supported by a remote workforce across the US and in the UK, China, and Brazil.