Housing & Delegate Management, Attendee Data Manager

This is a fully remote position, open to applicants in Ireland.

📋 Description

• Oversee housing and delegate management for various events.

• Handle the complete registration process for a range of high-volume in-person, hybrid, and virtual events.

• Create, test, and distribute event communications, such as invitations, reminders, confirmations, and surveys.

• Manage attendee databases, which includes data entry, list generation, and analysis.

• Act as the main point of contact for attendee and client registration inquiries within the established service level agreements (SLAs).

• Set up communications, reporting mechanisms, operational processes, deadlines, escalation procedures, and onsite strategies.

• Maintain documented process trails using standardized templates and ensure adherence to client and internal systems.

• Address complex exceptions and provide onsite leadership for priority programs.

• Analyze reporting and provide insights and recommendations to stakeholders.

• Handle confidential invitee data and sensitive personally identifiable information (PII) in compliance with guidelines.

• Coordinate attendee logistics, which includes transportation, accommodations, gift sizing, and related data in collaboration with clients, planners, and vendors.

• Oversee rooming lists, hotel submissions, pickup monitoring, reservations, VIP requirements, billing instructions, and final reconciliation.

• Lead the strategy and execution for complex, high-profile, multi-hotel, and concurrent programs.

• Independently resolve intricate hotel, delegate, capacity, service, and data issues.

• Evaluate operational, room-block, attrition, service, and financial risks and propose mitigation strategies.

• Review contractual agreements, pinpoint issues, and advise clients and internal teams accordingly.

• Create event materials such as badges, tent cards, place cards, departure notices, confirmations, agendas, and signage.

• Pack, order, and ship event supplies while maintaining shipping grids and tracking deliveries.

• Support event project managers with logistics, production, onsite execution, pre-event, and day-of support, as well as travel logistics.

• Manage post-event attendee reporting.

• Mentor and train Coordinators, Associates, and new team members.

⛳️ Requirements

• 5-7+ years of experience in Attendee Data Management, Housing and Delegate Management, and/or Event Technology, including meeting planning and coordination.

• Strong proficiency in Cvent is preferred.

• Skilled in Microsoft Office, especially Excel (including the VLOOKUP function) and PowerPoint.

• Familiarity with other event platforms such as Cvent, Aventri, Certain, Swoogo, Rainfocus, Eventbrite, or similar registration website platforms is preferred.

• Experience in scheduling or managing one-on-one meetings is a plus.

• Capable of managing multiple projects at once.

• Excellent written and verbal communication skills across all levels.

• Knowledge of industry suppliers, services, and best practices.

• Client-focused, approachable, and adaptable to client needs and styles.

• Self-motivated and able to work independently while taking direction.

• Ability to think creatively.

• Flexible and willing to work outside of normal business hours, including evenings and weekends.

• Willingness to travel as needed for onsite event support or to troubleshoot remotely.

• Candidates must have the right to perform the required work and travel without employer sponsorship or additional work authorization.

🏝️ Benefits

• Group Income Protection.

• Private Medical Cover with Irish Life Health from day one.

• 25 Days Annual Leave PLUS Public Holidays.

• Personal Volunteer Day.

• 10 Days of Sick Pay each Year.

• Enhanced Parental Leave (Maternity & Paternity).

• Wellness Stipend.

• Mobile Phone Allowance.

• Pension Scheme Enhancements.

• Life Insurance.

• Travelcard Loan.

• Bike to Work Scheme.

• Discretionary Bonus Structure.

• Complimentary access to Headspace & Maven.