The Association for association professionals in Chicagoland
107 Carpenter Dr., Ste 100, Sterling, VA 20164
Hybrid in Chicago, IL
Posted: 29-May-26
Location: 107 Carpenter Dr., Ste 100, Sterling, VA 20164
Type: Full Time
Salary: Salary range: $53,000-$57,00
Categories:
Preferred Education:
Additional Information:
About ICCFA: The International Cemetery, Cremation and Funeral Association (ICCFA) is a trade association dedicated to providing exceptional education, networking opportunities and legislative guidance to progressive cemetery, funeral, and cremation professionals worldwide.
Position Summary: ICCFA is seeking a Meetings Registration & Operations Specialist to support the planning and execution of conferences, meetings, and educational events with a primary focus on registration operations, attendee support, housing coordination, and customer service.
This position serves as the first point of contact for meeting registration and housing inquiries and plays a critical role in ensuring a positive attendee experience before, during, and after ICCFA events. The ideal candidate is highly organized, responsive, detail-oriented, and capable of managing high-volume communications and multiple deadlines in a fast-paced environment.
The Meetings Registration & Operations Specialist will work closely with the meetings team, members, vendors, speakers, hotels, and internal staff to support successful event execution and provide outstanding customer service to ICCFA members and attendees.
Essential Duties and Responsibilities:
Registration Management & Attendee Support
- Manage registration setup, coordination, and ongoing maintenance for ICCFA conferences, meetings, webinars, and events within the association management system and registration platforms.
- Process meeting registrations accurately and efficiently for events ranging from 150 to 2,500 attendees.
- Serve as the primary point of contact for attendee registration and housing inquiries via phone and email.
- Provide professional, responsive, and high-volume customer service support to members, attendees, speakers, and vendors.
- Assist attendees with registration changes, payment questions, confirmations, cancellations, substitutions, and housing requests.
- Review registration records for completeness, accuracy, and payment reconciliation.
- Generate registration reports and attendee data as requested for meetings and internal departments.
- Conduct registration operational and financial closeout procedures following each event.
- Assemble and maintain post-event registration and attendance reporting data.
Housing & VIP Coordination
- Serve as liaison with hotel housing coordinators and support room block management activities.
- Assist with VIP registration, housing coordination, transportation requests, and special accommodations as needed.
- Support attendee communication regarding hotel reservations, deadlines, and event logistics.
Event Technology & Mobile App Support
- Manage attendee, exhibitor, sponsor, and speaker information within ICCFA’s event mobile app and conference platform.
- Upload and maintain exhibitor, sponsor, attendee, and session information for applicable conferences and events.
- Coordinate sponsor and exhibitor tier assignments and ensure accurate visibility within the event platform.
- Assist with setup and maintenance of exhibitor floor plans and interactive maps within the event app.
- Link exhibitors and sponsors to booth locations and map placements within the conference platform.
- Review event app content for accuracy, completeness, and consistency prior to event launch.
- Provide basic troubleshooting and support related to attendee access and event app usage during conferences and events.
- Coordinate updates and changes to event platform content throughout the conference planning process.
Onsite Registration & Event Operations
- Lead onsite registration operations during conferences and events.
- Train and supervise temporary staff and volunteers assisting with onsite registration functions.
- Create and prepare attendee name badges, registration materials, signage, and onsite registration supplies.
- Provide onsite attendee support and troubleshoot registration or customer service issues professionally and efficiently.
- Coordinate packing and shipment of registration and meeting materials for conferences and events.
- Assist with inventory management and ordering of meeting supplies and materials.
Administrative & Operational Support
- Review and proof meeting materials, registration communications, signage, and attendee correspondence for accuracy and professionalism.
- Draft and send registration confirmations, reminder emails, attendee notices, and event-related communications.
- Maintain organized registration records, files, timelines, and operational procedures.
- Assist with exhibit and sponsor data entry and related administrative support tasks.
- Provide administrative support for incoming member and attendee inquiries.
- Train staff as needed on registration processes and the association management system.
- Support additional meetings department projects and responsibilities as assigned.
Qualifications, Knowledge, and Skills:
- Bachelor’s degree preferred.
- Minimum 1-3 years of professional experience supporting meetings, conferences, event registration, association events, hospitality events, or event operations required.
- Experience working with attendee registration, conference logistics, customer service, or event coordination required.
- Experience working in an association, nonprofit, hospitality, or conference environment preferred.
- Experience working with registration systems, databases, or Association Management Systems (AMS) strongly preferred.
- Proficiency in Microsoft Office Suite, particularly Excel, required.
- Excellent customer service, interpersonal, written, and verbal communication skills.
- Demonstrated ability to provide professional, responsive, and high-volume customer service support via phone and email required.
- Strong organizational skills with exceptional attention to detail and accuracy.
- Ability to manage multiple priorities, meet deadlines, and maintain professionalism in a fast-paced environment.
- Ability to communicate effectively and professionally with members, attendees, speakers, vendors, hotels, and internal staff.
- Self-motivated with strong follow-through, responsiveness, time management, and reliability.
- Comfortable learning and using new technology platforms and systems.
- Strong problem-solving skills and ability to remain calm under pressure during active conference periods.
- Ability to work both independently and collaboratively as part of a team.
- Flexibility for overtime, evenings, and weekend work during conference and event periods required.
- Ability to travel overnight to meetings and conferences as needed.
Salary & Benefits:
- Salary range: $53,000-$57,000 annually, based on experience.
- Benefits package includes medical, dental, and vision coverage; disability and life insurance; 401(k) plan with employer contribution; vacation, sick leave, and paid holidays.
- Hybrid work schedule with two days per week in the office following successful completion of the introductory training and probationary period. During the initial training and onboarding period, additional in-office days may be required to support learning, collaboration, and integration with the team.
- Standard office hours are Monday-Friday, 9:00 a.m.-5:30 p.m. ET, with flexibility required during conference and travel periods.
Physical Requirements:
- Some physical exertion associated with onsite conference and event support.
- Ability to lift and move boxes and conference materials up to 45 pounds.
How to Apply:
Please submit a resume and cover letter to lindsy@iccfa.com explaining your qualifications and relevant meeting experience. Applications submitted without both a resume and cover letter will not be considered.
ICCFA values the strength that diversity brings to the workplace and is an equal opportunity employer. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and complete the required employment eligibility verification process upon hire. ICCFA is unable to sponsor employment visas.
