The Independent Petroleum Association of America (IPAA) Meetings Department plans meetings to educate its members about legislative agendas and regulations impacting America's oil and gas industry; connects private and publicly traded companies to investors through a private capital conference and investment symposium; provides fun networking events including poker, golf and sporting clays tournaments and hosts policy committee meetings- all ranging in size from 50- 1100 attendees.
The Meetings Registrar & Marketing Coordinator works closely with the Director of Meetings & Events, Vice President of Meetings, Events & Sponsorships and Director of Marketing on each of these meetings and events. The candidate should be incredibly organized; quick-to-adapt; always willing to help co-workers, members, and vendors; and pay attention to details.
Responsible for all Meetings Department administrative duties, including written and oral communication with members, vendors, and internal staff; data entry; supply management and other responsibilities as assigned.
Serves as the primary response line for the Meetings Department
Manages the registration process including entering all registrations, printing and stuffing badges, ordering and shipping supplies to all meetings.
Sets up and manages the onsite registration desk at all meetings (10% of travel required)
Provides clear communication with members, vendors, and internal departments.
Sets-up, tests, troubleshoots and maintains IPAA’s CRM database for each meeting and event.
Strong writing and editing skills for weekly marketing article(s) informing members about upcoming meetings. A successful candidate will have a flair for creative writing.
Works closely with the Vice President of Meetings, Events and Sponsorships and the internal and external Marketing Directors on sponsor recognition for all events; obtains logos and payment from all sponsor clients; coordinates marketing recognition and places sign\banner orders with outside vendors.
The position is heavily focused on the database and providing efficient, kind customer service to executive level industry leaders.
Always willing to help with other duties as assigned.
Positive, hard-working attitude.
Exceptional project management and customer service.
Strong oral, written, and interpersonal communication skills.
Strong attention to detail and the ability to manage multiple projects and deadlines.
Must be organized, able to plan ahead to meet deadlines, able to work in a fast-paced environment, and possess excellent time management and prioritization skills.
Excellent computer skills, especially in Microsoft Office.
Notes: The office is conveniently located downtown Washington, DC near the McPherson Square Metro station (Orange\Blue lines). Visit www.ipaa.org for a closer look at this exciting opportunity to work for a great American association.
The ideal candidate will have past experience in computer\database\data-entry work.
An ability to accurately resolve financial discrepancies.
Ensure timely and accurate processing of all conference registrations
Be proficient in Microsoft Suite products (Word, Excel, Outlook);
Travel to meetings and events to manage on-site registration desk (approx. 26 days per year)
Be personable\presentable and customer service oriented.
Have the desire and ability to work autonomously as well as part of a team.
About Independent Petroleum Association of America
National trade association representing 5,000+ American oil and gas explorers/producers on Capitol Hill. Internal staff is 25; benefits include 401k; paid federal holidays; health, vision, dental.