Global Event Delegate Coordinator (Remote, US-Based)

The Global Experience Specialist is a primary steward of the attendee experience at every Miller Tanner Associates (MTA) event. 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 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 )Attend company provided training as requestedAttend meetings and workshops as scheduledComplete and submit all required paperwork within timeframe requested (absence reports, 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