Work Schedule

Standard (Mon-Fri)

Environmental Conditions

Office

Job Description

Position Summary  

As part of Thermo Fisher Scientific’s Strategic Meeting Management team, our Meeting & Event Specialist – Attendee Management plays a key role in ensuring a seamless, efficient, and professional experience for all attendees across internal meetings, incentive programs, customer facing events and leadership meetings.  

This role will lead end-to-end attendee logistics, including registration, hotel accommodations, and group travel arrangements. Our new colleague brings a strong background in both event planning and travel coordination—leveraging expertise in group air bookings, ground transportation, and vendor liaison to support detailed execution. Working closely with team members, internal partners, and external suppliers, this position ensures that every aspect of the attendee journey is handled precision, and a commitment to exceptional service.  

What Will You Do?

Be the trusted enterprise resource for meeting attendee management  

Meet with event planners to understand business needs and support Cvent event registration websites for each assigned event, coordinate attendee communications, lead the actual registration process and work with attendees on their needs.Coordinate hotel room blocks for groups where needed and handle reporting, vital to avoid attrition and stay within established budgets.  Collect badge information for attendees and coordinate with show management for on-site badge pickup.  Development and implementation of a standardized approach to event attendee management while increasing efficiency and delivering a uniform and excellent attendee experience across all events.  Engage with event management companies to ensure proper protocol for each show for our attendees and report details to team members.  

Integrate travel services expertise  

Leverage prior travel agency or travel coordinator experience to support air, hotel, and ground logistics for large groups of attendees including executives and guests.  Partner with corporate travel providers to develop standard processes, handle air travel bookings and changes for internal attendees and leadership.  Support attendees with complex itineraries, international travel requirements, or special accommodations.  Be responsible for pre-event travel manifests, traveler profiles, and group ticketing communications.  Provide on-site travel support and troubleshooting as needed.  

Coordinate multiple aspects in support of the events led by the Strategic Meeting Management team:  

Manage and maintain attendee databases.  Air travel and ground transportation.  On-site badge processing and reg desk protocols as assigned.  YOY room block analysis information for all groups as assigned.  Auditing of final invoices for all attendee related costs as assigned (room blocks, transportation, airline costs, etc).  Team travel for events and site visits as needed.  

Education/Minimum Requirements  

Bachelor’s Degree preferred - Marketing, Communications, Event or Meeting Planning – or equivalent experience in the hospitality industry  Minimum 5 years of experience in hospitality, event planning, or corporate travel agency work  Experience in working in large, matrixed organizations.  

How Will You Get There?

The role requires attention to detail to ensure accurate attendee information is collected and handled effectively. This includes analyzing and verifying attendee data, supervising registrations, and addressing attendee queries.  Excellent social skills are vital for collaborating with attendees, internal team members, and external partners. We're looking for an excellent communicator, able to convey event details clearly and professionally via email, phone, and in-person. Demonstrate strong work ethic with high energy, and positive, proactive demeanor, able to handle all type of personalities and unexpected situations.  Our new team-member should demonstrate strong administrative skills to handle multiple events simultaneously. This includes coordinating registration timelines, sending out confirmation materials, and handling attendee lists.  Customer experience is key! You will be providing exceptional support to event attendees. You should be responsive to inquiries, address concerns promptly, and ensure a positive attendee experience throughout the registration process.  Teamwork is paramount! The ideal candidate should be a great teammate, capable of working collaboratively with colleagues across the entire organization, to ensure seamless event execution and attendee satisfaction.  Technical proficiency: prior experience with databases, event management tools and registration platforms, such as Cvent or similar, would be valuable.  When faced with unexpected challenges, our ideal colleague excels at solving problems, demonstrating flexibility and adaptability. Consider troubleshooting registration issues, resolving attendee queries, and addressing last-minute changes. A critical attitude and the ability to problem-solve effectively in a fast-paced environment is essential.  Looking for a better way, every day. We will challenge you to improve and standardize all aspects of the attendee management.  Given the nature of strategic meetings, professionalism and discretion are paramount. The candidate should maintain confidentiality, represent the organization professionally, and adhere to ethical standards in all interactions.  Event Industry Knowledge: understanding of hotel revenue processes and key negotiating opportunities with hotels and outside venues including transportation companies, airline agents, etc.  

Non-Negotiable Hiring Criteria 

Willing to travel at least 30% especially during peak seasons and where needed throughout year.  Must have unrestricted work authorization to work globally.  Experience in effectively speaking publicly at all levels both verbally and in writing and ability to articulate and evangelize the vision and direction of event objectives and goals to all levels of the organization.  Experience working with all levels of attendees including senior management.  Demonstrates excellent stamina and must be willing to work long hours and weekends.  Strong project management and task timeline skills.  Must have a clear understanding of project budgeting and reconciliation.  This position has not been approved for Relocation Assistance.