Global Event Delegate Coordinator
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AI Summary
The Global Experience Specialist manages the end-to-end attendee experience for events, ensuring personalized, white-glove service from invitation through post-event follow-up. They handle administrative tasks, logistical coordination, and on-site support while maintaining database accuracy and client confidentiality.
Internal Job Title: Global Experience Specialist - Events (GXS-E)
The Global Experience Specialist is a primary steward of the attendee experience at every Miller Tanner Associates (MTA) event. Working in close partnership with the event lead (Global Experience Designer/GXD), this role ensures every delegate, from initial invitation through post-event follow-up, receives a seamless, personalized, white-glove experience, while also supporting the administrative and logistical success of the overall event. Education, Experience & Training
Knowledge, Skills & Qualifications
Pre-Event Activities
On-Site Activities
Post-Event Activities
Cultural Activator & Digital Security Steward
The Global Experience Specialist is a primary steward of the attendee experience at every Miller Tanner Associates (MTA) event. Working in close partnership with the event lead (Global Experience Designer/GXD), this role ensures every delegate, from initial invitation through post-event follow-up, receives a seamless, personalized, white-glove experience, while also supporting the administrative and logistical success of the overall event. Education, Experience & Training
- Bachelor’s Degree or Equivalent Work Experience
- Microsoft Office Suite/ PC Proficiency
- CVENT experience preferred
- Guest-facing hospitality or high-touch service background preferred (e.g., luxury hotel guest services, concierge, private/executive client services)
- Experience with contract negotiations, budgets, change orders, etc. preferred
- Global experience preferred
Knowledge, Skills & Qualifications
- Excellent written and oral communication skills
- Excellent analytical, critical, and abstract reasoning skills
- Excellent organization skills and attention to detail
- Time management and ability to prioritize workload
- Strongly self-disciplined; thrives in virtual team environment
- Ability to work across multiple time zones and relate to diverse cultures
- Ability and willingness to work or travel on weekends when event timing requires
- Ability and willingness to travel internationally when event location requires; approximately 25% travel on an annual basis (average across the year)
Pre-Event Activities
- Review event planning checklist with the Global Experience Designer (GXD)
- Customize event registration/database from Miller Tanner Associates (MTA) template with defaults and site list
- Capture and track individual attendee preferences and special accommodations (dietary restrictions, accessibility/ADA needs, medical considerations, room preferences) to ensure a personalized on-site experience
- Serve as a professional, responsive point of contact for attendees throughout the registration process, anticipating questions and proactively resolving concerns before they escalate
- Maintain and update database with registered attendees and current status notes
- Customize, merge, proof and email invitation packets to attendees and clients
- Communicate and follow-up with sites to determine status of attendees
- Assist with pre-meeting activities of checking arrivals and departure lists and rooming lists
- Customize welcome packets
- Process registration and travel data
- Communicate and follow-up with travel agency, hotel, ground transportation and other third-party suppliers
- Attend all pre-event conference calls as required
- As requested, draft and proof various components of all written meeting communication tools including but not limited to pre-meeting forms, invitation packets, confirmation letters, ground transportation instructions or driving instructions, welcome packets and follow up letters
- Assist with travel visa coordination, as required
- Assist with compliance on all country specific regulations
- This position requires approximately 25% domestic and/or international travel on an annual basis
On-Site Activities
- Serve as the frontline owner of attendee and delegate care on-site, greeting delegates personally where appropriate, anticipating needs, and delivering a consistently high-touch, white-glove experience
- Provide real-time, duty-of-care support for attendee travel disruptions, medical concerns, or last-minute changes, remaining calm and solution-focused under pressure
- Assist GXD with managing daily checklist
- Attend and assist with venue pre-con meetings
- Walk-through of venue layout and event space
- Assist GXD in identifying and resolving client and attendee issues
- Update registration/database on-site as needed
- Maintain and protect confidentiality of information and materials (MTA & clients) acquired during the course of performing job duties
- Assist GXDs to ensure printed materials are available as needed
- Support GXDs with on-site activities as needed
- Assist GXDs with management of contract workers
- Assist with compliance on all client specific regulations
Post-Event Activities
- Assist GXD with post-event survey
- Save relevant documentation to event folder
- Assist in reviewing invoices or relevant reports to close out process as requested
- Complete and submit all required paperwork within timeframe requested (expense reports, etc.)
- Attend company provided training as requested
- Attend meetings and workshops as scheduled
- Complete and submit all required paperwork within timeframe requested (absence reports, etc.)
- Perform other event and company duties as requested by the GXD and/or MTA management
Cultural Activator & Digital Security Steward
- Exemplify and amplify MTA’s core values:
- Creatively Agile
- Teaming with Trust
- Talent Empowered
- Clarity of Character
- Service with Soul
- Sparks/spreads joy and excitement for all things MTA (i.e. culture, initiatives, products, team accomplishments, etc.)
- Commitment to DEI: Demonstrated commitment to fostering an inclusive and diverse work environment, including the ability to support DEI initiatives (and implement, if applicable to role), as well as promote equity and inclusivity in all aspects of executing duties and responsibilities
- Responsible for following all MTA policies and procedures related to security controls for the protection of personal or sensitive data and all confidential information; personal and sensitive data is defined as such by GDPR: “confidential information is defined as all data, documents, or materials, in any form or medium, provided to the company that could reasonably be expected to be proprietary to a customer or sponsor; confidential information includes, but is not limited to, any information concerning or relating to the property, products, technology, business and affairs of that customer or sponsor”
- Provide recommendations for improvements of MTA security controls, when applicable
- Support company-wide compliance efforts through timely completion of all mandatory security, policies and procedure training
- Adhere to all MTA policies and guidelines
- Attend industry meetings to build relationships and increase company exposure within vendor partner networks
- Attend internal workshops as scheduled and travel as required (approximately 10%)
- Provide recommendations for improvements of MTA security controls
- Other duties as assigned
- Employee individual group Health Insurance (100% coverage for employee, with option to add spouse and/or dependents)
- Basic Life Insurance ($50,000 coverage)
- Short- & Long-Term Disability
- Optional guaranteed issue Life Insurance
- Optional supplemental Dental & Vision Insurance
- Flexible Paid Time Off
- MTA 401K Plan (MTA will match dollar for dollar the first 3%)
- Internet reimbursement
- Remote work environment
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