Associate Specialist, Event Registration Coordinator - FINRA

The position supports FINRA programs by acting as a primary point of contact for the use and management of Cvent SMMP support and the registration tool. The position touches all aspects related to the FINRA registration system and serves as liaison between other departments using Cvent registration to execute the programs through this system. The primary responsibility of this role is to oversee the success of the Cvent Event Management tool, while continuing to introduce new and innovative ways to improve experience. In addition, this position serves as administrative assistant to meeting planners and provides on-site registration management for FINRA conferences. Position directs Cvent internal clients on management process and distribution of events through the Cvent System.

Essential Job Functions:

• Independently manage registration of multiple events using Cvent Event Management Software tool on a daily basis. 

• Assist in the management of Passkey software for rooming lists for FINRA events, meetings, and programs with hotel reservations. 

• Create Email Templates for cross-business mailings in Cvent. 

• Assist Conference Exhibitions Manager in exhibitor-related tasks. Create conference invoice website; create personalized, ad-hoc invoices for exhibitors; track and record invoice payments; process registration requests. 

• Serve as administrative assistant for assigned event’s lead meeting planner. Create, proof, print and publish meeting materials such as name badges, tent cards, signs, attendee lists, registration reports, etc. Review and clean registration list in advance of meetings and conferences. 

• Create and proof event invitations, confirmations, and final reports. 

• Launch programs according to timelines. 

• Manage departmental inbox. Monitor and delegate responses to customer inquiries. 

• Run ad-hoc specialty reports from Cvent (Printing and proof name badges, tent cards, signs, attendee lists, and registration reports). 

• Post weekly reports to SharePoint and distribute to staff liaisons. Run ad-hoc specialty reports from Cvent. 

• Shipment of all conference materials; including managing freight pick up, deliveries, packing and tracking boxes 

• Extensive vendor RFP role using the Cvent Supplier Network system – tracking and documenting first and second proposal bids 

• Assist in managing the technology and strategic meeting management program within the department 

• Build strong relationships with liaisons of various FINRA departments to provide registration content that is in line with the meetings goals and objectives. 

Other Responsibilities:

• Process and code payments in the @work automated tool system.
• Establish payment options for programs  and online registration (i.e. ACH transfer)
• Cvent account review.  Review, organize, and deactivate any unnecessary information with the Cvent account. (i.e. deleting unused contact types, organizing media and document library, etc.)
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails.
• Coordinate purchase requisitions and contract processing.
• Assist planner with monitoring sleeping room pick-ups, tracking and reporting RFPs, maintaining monthly meeting calendar and other various administrative tasks.
• Set and prepare onsite committee meetings.
• Must be able to think through challenges and find results independently.

Education/Experience Requirements:

• Proficiency in Cvent event management software required.
• Cvent certification preferred.
• Bachelor's degree preferred with equivalent work experience.
• Three years of office experience with a minimum of one year in meeting and conference planning.
• Excellent interpersonal and communication skills, both verbally and in writing.

Working Conditions:

• Work is performed in a hybrid environment. Some overnight travel is required. 

For work that is performed in CA, Washington, DC, CO, HI, New York, NY, WA and MD the chart below outlines the proposed salary range for the corresponding location. In addition to location, actual compensation is based on various factors, including but not limited to, the candidate’s skill set, level of experience, education, and internal peer compensation comparisons.

California: Minimum Hourly Rate $32.91, Maximum Hourly Rate $60.84

Washington, DC/Maryland: Minimum Hourly Rate $32.91, Maximum Hourly Rate $58.27
Colorado/Hawaii: Minimum Hourly Rate $28.62, Maximum Hourly Rate $50.69
New York, NY: Minimum Hourly Rate $34.35, Maximum Hourly Rate $60.84
Washington State: Minimum Hourly Rate $28.62, Maximum Hourly Rate $58.27

#LI-Hybrid

To be considered for this position, please submit an application. Applications are accepted on an ongoing basis.

The information provided above has been designed to indicate the general nature and level of work of the position. It is not a comprehensive inventory of all duties, responsibilities and qualifications required.

Please note: If the “Apply Now” button on a job board posting does not take you directly to the FINRA Careers site, enter www.finra.org/careers into your browser to reach our site directly.

FINRA strives to make our career site accessible to all users. If you need a disability-related accommodation for completing the application process, please contact FINRA's Employee Relations team at 240.386.4865 or by email at EmployeeRelations@finra.org. Please note that this process is exclusively for inquiries regarding application accommodations. 

Employees may be eligible for a discretionary bonus in addition to base pay. FINRA provides comprehensive health, dental and vision insurance.  Additional insurance includes basic life, accidental death and dismemberment, supplemental life, spouse/domestic partner and dependent life, and spouse/domestic partner and dependent accidental death and dismemberment, short- and long-term disability, long-term care, business travel accident, disability and legal.  FINRA offers immediate participation and vesting in a 401(k) plan with company match and eligibility for participation in an additional FINRA-funded retirement contribution, tuition reimbursement and many other benefits. 

Time Off and Paid Leave*

FINRA encourages its employees to focus on their health and wellness in many ways, including through a generous time-off program of 15 days of paid time off, 5 personal days and 9 sick days (all pro-rated in the first year). Additionally, we are proud to support our communities by providing two volunteer service days (based on full-time schedule). Other paid leave includes military leave, jury duty leave, bereavement leave, voting and election official leave for federal, state or local primary and general elections, care of a family member leave (available after 90 days of employment); and childbirth and parental leave (available after 90 days of employment). Full-time employees receive nine paid holidays.

*Based on full-time schedule

Important Information

FINRA’s Code of Conduct imposes restrictions on employees’ investments and requires financial disclosures that are uniquely related to our role as a securities regulator. FINRA employees are required to disclose to FINRA all brokerage accounts that they maintain, and those in which they control trading or have a financial interest (including any trust account of which they are a trustee or beneficiary and all accounts of a spouse, domestic partner or minor child who lives with the employee) and to authorize their broker-dealers to provide FINRA with duplicate statements for all of those accounts. All of those accounts are subject to the Code’s investment and securities account restrictions, and new employees must comply with those investment restrictions—including disposing of any security issued by a company on FINRA’s Prohibited Company List or obtaining a written waiver from their Executive Vice President—by the date they begin employment with FINRA. Employees may only maintain securities accounts that must be disclosed to FINRA at one or more securities firms that provide an electronic feed (e-feed) of data to FINRA, and must move securities accounts from other securities firms to a firm that provides an e-feed within three months of beginning employment.

You can read more about these restrictions here.

As standard practice, employees must also execute FINRA’s Employee Confidentiality and Invention Assignment Agreement without qualification or modification and comply with the company’s policy on nepotism.

Search Firm Representatives

Please be advised that FINRA is not seeking assistance or accepting unsolicited resumes from search firms for this employment opportunity. Regardless of past practice, a valid written agreement and task order must be in place before any resumes are submitted to FINRA. All resumes submitted by search firms to any employee at FINRA without a valid written agreement and task order in place will be deemed the sole property of FINRA and no fee will be paid in the event that person is hired by FINRA.

FINRA is an Equal Opportunity and Affirmative Action Employer

All qualified applicants will receive consideration for employment without regard to age, citizenship status, color, disability, marital status, national origin, race, religion, sex, sexual orientation, gender identity, veteran status or any other classification protected by federal state or local laws as appropriate, or upon the protected status of the person’s relatives, friends or associates.

FINRA abides by the requirements of 41 CFR 60-741.5(a). This regulation prohibits discrimination against qualified individuals on the basis of disability, and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified individuals with disabilities.

FINRA abides by the requirements of 41 CFR 60-300.5(a). This regulation prohibits discrimination against qualified protected veterans, and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans.

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