Events Registrations Assistant na International Foundation of Employee Benefit Plans

Description

Summary:

Our Registrations Assistants provide efficient and courteous customer support to members and nonmembers registering for our many Educational Programs. This includes interactions with speakers, governance, and other staff/co-workers to maintain optimal customer service levels.

Levels Overview:

The level system of roles is intended to be progressive, and the workload tasks and responsibilities increase in quantity and complexity as the levels increase. This means that the Level-I role tasks will be automatically included in any progressive levels of the same position/role. Each level will also include development opportunities to help prepare the incumbent for future advancement.

Essential Duties and Responsibilities

This Position Description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

• Provides efficient customer service support (via web-based requests or telephone) for those registering for IFEBP Educational Programs. This includes but is not limited to; education course guidance, registration eligibility review, hotel reservation assistance, travel information and outreach calls. 
• Thoroughly review all internal and external communication for each interaction to ensure prompt and accurate communications while providing a full customer service experience.
• Collaboratively assist in problems identified in order processing and cash receipting.
• Understands receipting process in accordance with our Accounting Department standards and departmental SOP’s.
• Assists in the creation and testing of registration forms, including review of posted meeting information on the website.
• Accurately processes, reviews and manages hotel blocks; creates events in Passkey/Cvent (hotel reservation software); and completes post conference reconciliation with hotel & processes refunds. This includes the statistical data documentation for the events.
• Maintains excellent working relationships with all individuals (internal & external) and vendors to provide an exceptional customer service experience.  

As the Registration Assistant I becomes increasingly proficient, cross-training will be provided and essential functions may also be expanded to include:

• Will be cross trained to provide occasional backup services for alternate departments (e.g. Exhibits, Cash Receipting, Customer Service)
• Will start learning to independently manage assigned meetings and timelines with assistance of meeting managers and supervisor as needed.

Supervisory Responsibilities: 

No formal supervisory responsibilities, however, incumbent may be required to train/mentor junior staff members on basic tasks, programs or functions.

Requirements

Required Education/ Experience: 

• High school diploma, or equivalent.
• 2+ years of successful experience in a customer support or an administrative assistant capacity.
• Working knowledge of computer databases such as CRM UX8 is helpful, but not required.
• Prior background in hotel reservation/front desk experience is preferred, but not required.
• Previous customer service experience in a not-for-profit membership association is a plus.

The International Foundation will always consider candidates with an equivalent combination of education and relevant experience.

Minimum Qualifications/Skills: 

• Excellent and enthusiastic interpersonal skills.
• High attention to detail and accuracy.
• Track record of working in a fast-paced environment with ability to effectively multi-task.
• A demonstrated composed demeanor to cope with periods of high stress is essential.
• Above-average computer skills, as well as a capacity to learn new software.
• Proficient with Microsoft Word, Excel, and Outlook.
• Strong written, verbal and interpersonal skills.
• Experience with a CRM platform strongly preferred. 

Travel Requirements: 

This position may intermittently require that the individual travel for work; but only up to 10% of the time.

Work Environment:

This position is expected to work from our corporate headquarters office in Brookfield, WI, Monday through Friday each week. This is an environment with typical office conditions, including lighting, noise, seating and equipment. Following a successful training period (and pending each individual's ability to effectively work from an appropriately-equipped home office, per the terms of the Hybrid Work Policy) incumbents may permitted to work remotely on Mondays and Fridays, as business needs allow, in up-to a 60/40 (onsite/remote) hybrid schedule. The Foundation reserves the right to modify the current hybrid schedule at any time as business needs dictate.

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, or crouch.

The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus. 

The above statements reflect the general details necessary to describe the principal functions of the occupation described and shall not be construed as a detailed description of all the work that may be inherent in the occupation. 

COMPENSATION, PERKS & BENEFITS:

COMP: The pay for this role is $19.21/hour

Our incredible benefits package includes a comprehensive medical plan, vision plan, dental plan, long term disability, short term disability, paid vacation, sick and paid holidays. Our retirement plan includes a defined benefit (pension) plan AND a non-elective company 401(k) contribution AND a 401(k) matching contribution. Unique organizational perks include on-site fitness center with yoga and strength training classes, mindfulness sessions, a bocce league, game nights, and even a cribbage club to name a few!

ABOUT US:

The International Foundation of Employee Benefit Plans is North America’s largest membership organization for those who work with employee benefit plans. The Foundation’s employees make a HUGE impact on the livelihoods of millions of workers across the U.S. and Canada because of the work we do in providing education and research to the benefits community. Employees enjoy an outstanding benefits package, unique employee perks, creative and caring co-workers—all within a family-friendly workplace. Speaking of workplaces, the Foundation is tucked into a 15-acre wooded slice of nature in the heart of Brookfield. We’re small enough for you to have ongoing, meaningful impact on the organization but big enough to make international news. Visit us at www.ifebp.org or connect with us on the socials.

PRE-EMPLOYMENT CONTINGENCIES

All at-will offers of employment issued by the International Foundation are contingent upon a successful completion of: background check, employment history verification, education verification (as applicable by position), credit check (as applicable by position), motor vehicle records (MVR) check (as applicable by position), 3-5 professional references, and completion of the Federal I-9 and E-Verify process to demonstrate eligibility to work for the IFEBP. 

Return to our Careers Page