Manager, Registration and Annual Meeting Logistics

DIA is a global healthcare association that mobilizes life science professionals from across all areas of expertise to engage with patients, peers, and thought leaders in a neutral environment on the issues of today and the possibilities of tomorrow. We envision a world where powerful health interventions and health-management tools are rapidly discovered, developed, approved, and made accessible to all.

It is an exciting time to join DIA as we lead the life sciences industry into the future of truly global and digitally enabled knowledge sharing and creation. By joining DIA, you join our mission to drive better health solutions for patients and stay at the forefront of the healthcare revolution. Candidates must live within commuting distance of the DIA Washington, DC office.

The Manager, Registration and Annual Meeting Logistics supports the daily operations of DIA Americas meetings, focusing on registrations, database management, and vendor coordination for logistics, travel, and housing. Assists with vendor, facility, and logistical management while providing support to the Associate Director, Annual Meeting Logistics & Exhibits.

In this role you will:

Event Registration & Attendee Management:

• Manage the registration system for the Annual Meeting as the primary liaison with the 3rd party vendor.
• Prepare and track registration rates, history, pacing, and forecasting; report financials for the Americas portfolio.
• Create and manage registration processes for special rate categories (e.g., students, patients, comps).
• Set up and maintain all discount codes and purchasing groups across products.
• Review, approve, and process manual rates for meetings as needed.
• Conduct registration audits to ensure accurate customer categorization and payment.
• Review and send "no-pay" lists to Customer Service four weeks before events and ensure proper badging.
• Coordinate communication with attendees who register after meeting communications have been sent.
• Validate event setup to ensure a seamless online registration process.
• Track, report, and analyze registration data and trends.
  
  

Vendor & Logistics Management:

• Manage select 3rd party vendors, including onsite registration, housing, and security.
• Oversee 3rd party onsite registration provider, ensuring proper setup and staff training.
• Coordinate all equipment, inventory, and shipments for meetings.
• Support the Associate Director with logistics, including RFP distribution, vendor selection, food & beverage, hotel management, shuttle service, and convention center liaison.
• Monitor and support the DIA Global App for Americas Specialty and Annual Meetings.
  
  

Fulfillment of Collaboration Partner Agreements:

• Provide white-glove fulfillment services to DIA customers with whom we have multi-product agreements.
• Ensure that the fulfillment of customer agreements is communicated & executed across all internal DIA functions and business units.
• Serve as primary DIA point-of-contact for communication to customers regarding delivery of products.
• Troubleshoot all customer issues to ensure satisfaction.
• Develop tracking & reporting tools for internal and external communication of progress against agreements.
  
  

Marketing & Communications Support:

• Provide marketing team with logistics and registration details for e-newsletters and print materials.
• Work with Marketing and Global Products to enhance communication with DIA members.
• Assist in defining and promoting the value of DIA membership.
  
  

Membership & Customer Service Support:

• Manage registration, cancellation, and transfer processes for DIA Membership.
• Respond to member inquiries and provide support.
• Approve refund requests as the designated Membership Manager.
• Ensure a high level of service to maintain participant loyalty and drive revenue growth.
  
  

Project Management & Cross-Team Collaboration:

• Serve as a Project Manager across operations, marketing, content development, and internal teams to ensure the successful execution of logistics.
• Work closely with Finance, IT, Customer Service, Marketing, Learning & Digital Solutions, and Operations teams to set up events.
  
  

Employment Type: Full-time, salary range $65,000.00 - $80,000.00. Various factors are taken into account when determining the final pay for a position. These factors include, but are not limited to, relevant work experience, skills, certifications, competencies aligned with the role, educational background, internal equity, and external market analysis.

To join us, you should have:

• Bachelor’s degree required, minimum 3 years of work experience, including 1 year in event support (registration, budgeting, room block management preferred).
• Strong customer service and communication skills.
• Proficiency in Microsoft Office; AMS Personify and InDesign a plus.
• Highly organized, detail-oriented, and able to manage multiple projects and deadlines.
• Adaptable and resourceful in a fast-paced environment.
• Problem-solver with the ability to take ownership and escalate when needed.
• Experience in process improvement and stakeholder coordination.
• Ability to interact effectively in a global, multi-level professional environment.
• Commitment to continuous learning and professional development.
• Ability to travel.
• Fluent in English; additional languages a plus.
  
  

DIA offers an excellent total rewards package and perks including:

• Competitive compensation including incentive bonus
• Robust benefits with employer HSA contribution
• Employer 401(k) Safe Harbor match
• Generous PTO plan – goes up each year
• 8 Holidays and 3 Floating Holidays
• 3 Wellness Days
• Paid parental leave
• Charitable donation matching
• Flexible hours and hybrid work environment (on-site Tuesday, Wednesday, and Thursday)
  
  

DIA is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or other applicable legally protected characteristics.