Global Event Delegate Coordinator (Remote, US-Based)

Position Overview

Internal Job Title: Global Experience Specialist - Events (GXS-E)

The Global Experience Specialist is a primary steward of the attendee experience at every Miller Tanner Associates (MTA) event. Working in close partnership with the event lead (Global Experience Designer/GXD), this role ensures every delegate, from initial invitation through post-event follow-up, receives a seamless, personalized, white-glove experience, while also supporting the administrative and logistical success of the overall event.

Requirements

Education, Experience & Training

Bachelor’s Degree or Equivalent Work ExperienceMicrosoft Office Suite/ PC Proficiency CVENT experience preferredGuest-facing hospitality or high-touch service background preferred (e.g., luxury hotel guest services, concierge, private/executive client services)Experience with contract negotiations, budgets, change orders, etc. preferredGlobal experience preferred

Knowledge, Skills & Qualifications

Excellent written and oral communication skillsExcellent analytical, critical, and abstract reasoning skillsExcellent organization skills and attention to detailTime management and ability to prioritize workloadStrongly self-disciplined; thrives in virtual team environmentAbility to work across multiple time zones and relate to diverse culturesAbility and willingness to work or travel on weekends when event timing requiresAbility and willingness to travel internationally when event location requires; approximately 25% travel on an annual basis (average across the year)

Essential Duties & Responsibilities

Pre-Event Activities

Review event planning checklist with the Global Experience Designer (GXD)Customize event registration/database from Miller Tanner Associates (MTA) template with defaults and site listCapture and track individual attendee preferences and special accommodations (dietary restrictions, accessibility/ADA needs, medical considerations, room preferences) to ensure a personalized on-site experienceServe as a professional, responsive point of contact for attendees throughout the registration process, anticipating questions and proactively resolving concerns before they escalateMaintain and update database with registered attendees and current status notesCustomize, merge, proof and email invitation packets to attendees and clientsCommunicate and follow-up with sites to determine status of attendeesAssist with pre-meeting activities of checking arrivals and departure lists and rooming listsCustomize welcome packetsProcess registration and travel dataCommunicate and follow-up with travel agency, hotel, ground transportation and other third-party suppliersAttend all pre-event conference calls as requiredAs requested, draft and proof various components of all written meeting communication tools including but not limited to pre-meeting forms, invitation packets, confirmation letters, ground transportation instructions or driving instructions, welcome packets and follow up lettersAssist with travel visa coordination, as requiredAssist with compliance on all country specific regulationsThis position requires approximately 25% domestic and/or international travel on an annual basis

On-Site Activities

Serve as the frontline owner of attendee and delegate care on-site, greeting delegates personally where appropriate, anticipating needs, and delivering a consistently high-touch, white-glove experienceProvide real-time, duty-of-care support for attendee travel disruptions, medical concerns, or last-minute changes, remaining calm and solution-focused under pressureAssist GXD with managing daily checklistAttend and assist with venue pre-con meetingsWalk-through of venue layout and event spaceAssist GXD in identifying and resolving client and attendee issuesUpdate registration/database on-site as neededMaintain and protect confidentiality of information and materials (MTA & clients) acquired during the course of performing job dutiesAssist GXDs to ensure printed materials are available as neededSupport GXDs with on-site activities as neededAssist GXDs with management of contract workersAssist with compliance on all client specific regulations

Post-Event Activities

Assist GXD with post-event surveySave relevant documentation to event folderAssist in reviewing invoices or relevant reports to close out process as requestedComplete and submit all required paperwork within timeframe requested (expense reports, etc.)Attend company provided training as requestedAttend meetings and workshops as scheduledComplete and submit all required paperwork within timeframe requested (absence reports, etc.)Perform other event and company duties as requested by the GXD and/or MTA management

Cultural Activator & Digital Security Steward

Exemplify and amplify MTA’s core values:Creatively Agile Teaming with Trust Talent Empowered Clarity of Character Service with Soul Sparks/spreads joy and excitement for all things MTA (i.e. culture, initiatives, products, team accomplishments, etc.)Commitment to DEI: Demonstrated commitment to fostering an inclusive and diverse work environment, including the ability to support DEI initiatives (and implement, if applicable to role), as well as promote equity and inclusivity in all aspects of executing duties and responsibilitiesResponsible for following all MTA policies and procedures related to security controls for the protection of personal or sensitive data and all confidential information; personal and sensitive data is defined as such by GDPR: “confidential information is defined as all data, documents, or materials, in any form or medium, provided to the company that could reasonably be expected to be proprietary to a customer or sponsor; confidential information includes, but is not limited to, any information concerning or relating to the property, products, technology, business and affairs of that customer or sponsor”Provide recommendations for improvements of MTA security controls, when applicableSupport company-wide compliance efforts through timely completion of all mandatory security, policies and procedure trainingAdhere to all MTA policies and guidelinesAttend industry meetings to build relationships and increase company exposure within vendor partner networksAttend internal workshops as scheduled and travel as required (approximately 10%)Provide recommendations for improvements of MTA security controlsOther duties as assigned
Benefits

Employee individual group Health Insurance (100% coverage for employee, with option to add spouse and/or dependents)Basic Life Insurance ($50,000 coverage)Short- & Long-Term DisabilityOptional guaranteed issue Life InsuranceOptional supplemental Dental & Vision InsuranceFlexible Paid Time OffMTA 401K Plan (MTA will match dollar for dollar the first 3%)Internet reimbursementRemote work environment