OPPORTUNITY
The Castle Group is seeking a Registration/Event Specialist to join our smart, creative, passionate team of event professionals. This role involves owning key registration and attendee management workstreams across a variety of programs, ensuring a seamless experience from invitation to post-event reporting. You’ll build and manage registration sites and communications, maintain accurate attendee data, support housing and travel coordination, build and manage event apps, and serve as a primary point of contact for attendees, speakers, and sponsors both pre-event and onsite.
In addition to managing registration, travel, and housing functions, you will also support the team in other facets of planning and execution for projects such as corporate conferences, sales kickoffs, user group meetings, incentive programs, employee recognition programs, themed events, galas, fundraisers, and virtual experiences.
You Have: An entrepreneurial spirit and a passion for creating impactful events. The ability to see the big picture and pay attention to the small details. A commitment to a high level of service and mature professionalism. You are interested in new opportunities, intrigued by event trends, and excited to work with a team of skilled event professionals.
We Provide: Growth and empowerment opportunities. Interesting and diverse clients. Dynamic, high-profile projects. A collaborative team of smart, kind, and talented professionals. Opportunities to travel. Competitive benefits, flexible schedules, and a fantastic office location steps from the waterfront in a vibrant Boston neighborhood.
Castle team members benefit from a flexible hybrid work schedule (two days in office, three remote), a 401(k) with match, comprehensive health, dental, vision, disability and life insurance, and much more. We are deeply committed to diversity, equity, inclusion, and belonging within our company, our community, and the clients and organizations we serve.
Responsibilities
- Build, test, and launch registration websites and forms using online tools (e.g., .event platform, Cvent, Eventbrite)
- Update/manage online event platforms and applications.
- Maintain accurate attendee data and registration reports; manage updates, cancellations, transfers, and special requests.
- Produce client-facing registration dashboards and reports, including attendance projections, session counts, dietary/accessibility needs, and post-event reconciliations.
- Serve as attendee, speaker, sponsor, and exhibitor concierge by managing shared inboxes and resolving issues promptly and professionally.
- Create and distribute registration communications (invitations, reminders, confirmations, updates) in alignment with client messaging and timelines.
- Manage housing workflows: coordinate hotel reservation links, maintain rooming lists, monitor pickup, and support communications with hotel partners.
- Support travel and transportation booking processes as needed (travel agency and ground transportation coordination; client and attendee communications; approvals withing program parameters).
- Prepare registration materials (name badges, QR codes, check-in lists) and provide on-site support for check-in, attendee services, and real-time reporting.
- Participate in internal planning meetings and client calls (as needed) and provide status updates on action items and deadlines related to registration and attendee experience.
- Support event coordination including developing collateral and attendee-facing materials; brainstorming gifts, décor, and entertainment; and researching venues and destinations to support the site-selection process.
- Provide logistical and/or on-site support for events such as conferences, trade shows, fundraisers, product launches, and recognition programs.
- Participate in professional development activities (e.g., educational sessions, industry publications, industry groups).
Requirements
- Bachelor’s degree in event planning, communications, business, or a related field.
- 1–4 years of professional experience; event registration, hospitality, customer service, or administrative experience preferred.
- Strong proficiency in Microsoft Excel, Word, and PowerPoint; comfort working with spreadsheets, data imports/exports, and reporting.
- Experience with (or ability to quickly learn) event registration platforms and related tools (e.g., Cvent, Eventbrite, event application platforms).
- Highly organized, detail-oriented, and able to multi-task.
- Excellent written and verbal communication skills; professional, friendly customer service demeanor.
- Ability to travel and work nights and weekends as required for onsite programs.
APPLICATIONS DETAILS & INTERVIEW PROCESS
If this opportunity resonates, we encourage you to apply by completing the application below. Please note that applications will only be considered if they include both a resume and cover letter.
Our interview process includes written and live interviews, as well as a strategic, role-specific exercise. Candidates will receive instructions for the written interview as an auto-reply after submitting their resume and cover letter. Please reply to those questions by Sunday, June 14.
The salary range for this role is $50,000–$60,000, with compensation determined based on experience and qualifications. Please apply only if your compensation expectations align with this range.
