To assist with registration, logistical planning and preparation of NACS meetings and conventions as directed, including but not limited to the following:
Delivering outstanding customer service, both internally and externally
Managing all aspects of registration for most meetings
Providing registration support for annual convention
Providing logistical support for small meetings and annual convention
Providing onsite registration and logistical support for various meetings
ESSENTIAL DUTIES OF POSITION
Registration Responsibilities (approx. 50%)
Manage and support all aspects of the registration process for most meetings: State of the Industry Summit, Human
Resources Forum, Government Relations Conference, The Fuels Institute meetings, NACS committee meetings, other
meetings/events as determined.
Duties include but are not limited to:
Optimizing the registrant experience
Manage registration process - Develop registration forms, set up events in the Association Management System, schedule and manage registration communications (i.e. event confirmations, pre-event emails, hotel communications)
Serve as registration liaison between lead meeting planner and IT
Facilitate internal registration team meetings between project manager, lead meeting planner, IT and others as needed
Provide attendee and financial reports to internal stakeholders
Inventory and order registration related supplies such as ribbons, badge holders, badge stock, etc.
Produce badges and tent cards for all small meetings
Serve as primary point of contact for all internal and external customer service inquiries regarding questions pertaining to registration, i.e. pricing, hotel options, what is included with each type of registration, confirmations, invoices, receipts, changes, etc.
Manage staff, vendor, speaker and VIP registrations for most events
Collaborate on on-site registration needs
Facilitate post-event reporting and debriefs
Main point of contact for all annual convention (NACS Show) registration inquiries
Meeting Planning Responsibilities (approx. 50%)
Provide overall support to the meetings team, including but not limited to the following:
Assist with managing logistics for various committee and small meetings: RFP process, venue recommendation, registration, confirmations, hotel reservations, transportation, menu selection, shipping, event seating assignments, hotel/travel/registration inquiries, sign production, tent cards, badge production, meeting handouts, shipping, etc.
Coordinate in-house meetings to include catering, room set, local restaurant reservations and local transportation, as needed
Disseminate RFPs for hotels, event venues and other miscellaneous vendors. Gather results and provide recommendations
Provide onsite support at meetings as needed; this may include local and out of town events
Maintain overall meetings & industry calendars
Maintain committee portals
Manage the hotel reward point programs – monitor points being issued by the various hotels and explore opportunities for NACS to use the points on a regular basis
Manage NACS Show function space requests
Manage and inventory equipment, special recognition gifts, and supply orders
Manage shipping procedures for all NACS Meetings, including both domestic and international
Management of NACS Hunter Club beverages and snacks offer at all NACS meetings and events
Assist with NACS Show: set up master billing documentation, general session reserved seating coordination, VIP transportation, preparation of reports and invoices, contracts and other convention related items
Manage event photos gallery
Manage post-convention procedures including post event data reporting, consumption and history reports
Other duties and responsibilities as assigned
Strong customer service skills
Enthusiastic team player
Ability to thrive in a fast-paced environment that requires multi-tasking and juggling multiple projects with tight deadlines
Demonstrate creative thinking with strong problem-solving skills
Highly organized with strong proofreading skills and strong attention to detail
Proficiency in MS Office computer applications, including MS Word, Excel and Outlook as well as Adobe Creative Suite are required
Hotel contract negotiation experience preferred but not required
Understanding of basic budget and accounting processes
Ability to be flexible, adaptable and able to work both independently as well as in a team environment
Exceptional relationship and interpersonal skills
Flexibility to work outside of the normal business hours as needed throughout the year
Ability to travel periodically throughout the year (approx. 5 events per year)
Minimum two (2) years meeting planning experience in an office environment is preferred.
Association experience preferred.
About National Association of Convenience Stores (NACS)
NACS advances the role of convenience stores as positive economic, social and philanthropic contributors to the communities they serve. The U.S. convenience store industry, with more than 154,000 stores nationwide selling fuel, food and merchandise, serves 160 million customers daily—half of the U.S. population—and has sales that are 10.8% of total U.S. retail and foodservice sales. NACS has 2,100 retailer and 1,750 supplier members from more than 50 countries.
NACS serves the convenience and fuel retailing industry by providing industry knowledge, connections and advocacy to ensure the competitive viability of its members' businesses.