Description

Job Duties & Responsibilities: The Registration Assistant is responsible for supporting the Summit 
Management team by overseeing event registration and coordinating preparation for two large
International Summits as well as various trainings (live and web-based) per year. The candidate will
support the mission of IVAT: to promote violence-free living by improving the quality of life for 
individuals on local, national, and international levels by sharing and disseminating vital information, 
improving cross-discipline collaborations, conducting research and training, and providing direct 
professional services, program evaluation and consulting.

Specific job assignments for this position include:

• Manage event registration and ensure registration sites are in compliance with the company’s 
best practices privacy and data policies. (This role will involve the use of CVENT, Constant 
Contact, and Attendee Hub platforms (or similar registration software).
• Provide superior customer service support by taking registration calls, responding to emails, 
and providing registration support to attendees once registration for Summits and training has 
launched; Manage all on-site registration duties including training and supervision of 
registration volunteers.
• Manage weekly registration reporting to Manager of Training and Continuing Education (CE), 
CEO and IVAT President, which includes comparing how many attendees registered vs how 
many rooms are booked against contract, accurately reporting on money paid and money owed, 
accurate tracking of attendees on scholarship and breakdown of attendees by category. Ensure 
reports are timely and accurate and provide data to be entered into IVAT’s accounting system 
of all revenue generated and expenses incurred.
• Receive and keep track of all Purchase Orders requested by agencies for the purposes of
enrolling attendees of the event. Make sure invoicing is complete for Purchase Orders 
approved by the Manager of Training and CE.
• Maintain accurate records for all sponsorship covering staff/attendee registration scholarship 
and invoice appropriate agencies, track receipt of payment in timely manner.
• Assist with development of the event Registration Brochure and Printed Program for each of 
the two International Summits. Complete post-event preparation of the final Summary 
Report, highlighting the various areas of the event, attendee demographics, sessions, and 
overall evaluation results.
• Assist in creation and management of Speaker Evaluations and overall general event
evaluation. Post-event: compile the results to present to President, CEO, Planning Committee.
• Participate in monthly Summit Planning Committee Meetings.
• Work with outside vendor for badge printing, including badge layout, codes, and reports as 
needed for each on-site event.
• Manage on-site registration desk at each event, train and supervise registration volunteers.
• Prepare post-event final registration reconciliation.
• Identify best practices for registration processing and reporting and support the 
implementation of these best practices.
• Organize, inventory, and pack/unpack event registration equipment and supplies pre-event/onsite/post-event.
• Assist with post-event survey and internal debrief notes, regular review and update of 
registration manuals.
• Provide support for build and creation of the mobile event app Summit attendees use. 
Oversee updates needed in the app during the events.

Requirements

Knowledge, Skills and Education Requirements:
• High school graduate, some college preferred
• 2-5 years of documented related experience, knowledge of the hospitality/event industry
• Strong knowledge of registration planning processes
• Experience with registration software, CVENT preferred
• Experience with large event registration preferred
• Experience with general event management and planning
• Extreme attention to detail and high level of accuracy
• Excellent oral and written communication skills
• Effective organizational skills
• Excellent customer service skills
• Must be able maintain high productivity with high email and call volume
• Effective time management skills
• Ability to multi-task, prioritize and manage time according to deadlines
• Working knowledge of advanced planning, ability to initiate tasks and projects
• Possess cultural awareness and sensitivity
• Ability to work well independently and collaboratively
• Willingness to travel required (currently one week -two weeks per year for two 
international Summits)
• Ability and willingness to work extra hours as needed leading up to Summit dates 
accruing appropriate overtime with Manager approval
• Proficiency in MS Office applications, Excel, Google Platform, Constant Contact
• Must be able to lift 25-35 lbs., bend, and lift event supplies
• Demonstrate sound work ethic
• Ability to successfully interface with the public and within the organization at all 
professional levels including staff
• Ability to utilize sound judgement for problem-solving, knowledge to know when to 
consult a supervisor
• Prior knowledge in the fields of violence, abuse and trauma preferred
• Committed to the mission and vision of IVAT as a social change organization.
• Maintain a professional appearance and demeanor
• Valid California driver’s license at time of hire
• Sensitive to cultural diversity and ability to communicate and interact effectively with 
people of all ages and diverse backgrounds; proven ability to work effectively as a team 
player; highly motivated, focused and results-oriented
• Ability to exercise discretion and tact in all interpersonal contacts, and to always maintain 
confidentiality
• Ability to manage multiple tasks according to required deadlines and maintain composure 
under high-stress conditions
• Ability to be optimistic, positive, and supportive in all interactions with others.
• High level of accuracy and attention to detail

Background Check: Employment is contingent upon the successful completion of a
background check.

Anti-discrimination Policy: IVAT prohibits discrimination in employment and in its 
educational programs and activities, including admission or access thereto, based on race, 
national origin, color, creed, religion, sex, age, marital status, disability, medical condition, 
veteran status, sexual orientation, gender identity or associational preference.
IVAT is an Equal Opportunity Employer. IVAT will conduct its programs, service and 
activities consistent with applicable federal, state and local laws, regulations and orders.
This policy is governed by Titles VI and VII of the Civil Rights Act of 1964, the Civil Rights 
Act of 1991, Title IX of the Education Amendments Act of 1972 Section 504 of the 
Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, the Age 
Discrimination Act of 1975, the regulations implementing these statutes, and applicable 
federal and California law