Conferences Registration Coordinator

**About the IB**

If you're looking to work for a global organisation with a meaningful mission, and with colleagues all over the world, then the International Baccalaureate® (IB) may have the ideal opportunity for you The International Baccalaureate provides world-class educational services to over 5,500 schools across 159 countries. A career at IB is not just a job; it’s an opportunity to work with an innovative world leader in education services and contribute to our 50-year mission of creating a better and more peaceful world.

**About the job**

The global conference department sets the strategic direction of all global conferences/events and manages the logistics for all IB global conferences, hosting over 5,000+ participants across all three regions (North
- and South America, Africa, Europe, Middle East, and Asia Pacific).

This role is part of a team responsible for ensuring effective and streamlined communication with schools and participants wishing to attend or having attended global conferences. This position will maintain related data and ensure that all the necessary information needed by the team is received well within deadlines and is as clear as possible. This position will report directly to the Conferences Registration Associate Manager, who leads the conference registration.

**Responsibilities**:
**Conferences Registration Coordinator (12 months)**

**Communication and stakeholder management**
- Facilitate communication between the IB and participants/schools for global, virtual, and hybrid conferences, ensuring accurate information dissemination.
- Address inquiries from registrants promptly and systematically before, during, and after conferences.
- Offer timely and helpful information to stakeholders on registration, event details, and logistics.
- Foster positive relationships with internal and external stakeholders to enhance service quality and trust.

**Data management**
- Ensure smooth online registration processes for conferences.
- Update attendee databases regularly to maintain accurate attendee databases with up-to-date information.
- Build, update, and manage multiple stakeholders lists to support logistics, program, and promotion functions.
- Assist in creating data reports for internal IB use based on departmental needs.
- Address inquiries from registrants promptly and systematically before, during, and after conferences.
- Offer timely and helpful information to stakeholders on registration, event details, and logistics.

**Financial support and on-site coordination**
- Work with the promotion team to maximize registration and attendance.
- Collaborate effectively with team members to address potential risks or hurdles during conferences.
- Aid in financial reconciliation for global conferences by accurately updating relevant documents.
- Collaborate with the finance department for registration payments, invoicing, and handling of refunds.
- Assist in coordinating on-site registration activities, including check-in, badge printing, and distribution of materials.

**About you**
- Bachelor’s degree in Event Management, Communications, or a related field.
- Proven experience in conference registration coordination, with a focus on communication and data management.
- Familiarity with registration platforms and software; experience with tools like Cvent, Eventbrite, Stova, or similar systems is a plus.
- Strong organizational skills and attention to detail, with the ability to manage multiple tasks concurrently.
- Excellent written and verbal communication skills, with the ability to convey complex information in a clear and concise manner.
- Excellent IT skills, incl. experience in the use of databases & their analysis.
- Customer-focused mindset with the ability to provide exceptional service to participants.

**In addition to your salary, we offer an attractive range of benefits for Singapore-based**:

- 20% employer's CPF contribution.
- S$1,200 yearly flexible credits.
- 25 Days annual leave, plus public holidays, with the choice to buy or sell up to 3 days additional annual leave using flexible credits.
- Life assurance 2x annual salary.
- Flexible working hours due to nature of work.
- O rganisation sponsored learning opportunities for professional development.
- Corporate passes to Singapore Zoo, River Wonders and Gardens By The Bay.