About the Democracy Alliance

The Democracy Alliance (DA), founded in 2005, is a donor community of individual philanthropists, foundations, and labor unions who are dedicated to democracy and our progressive future. The DA invests in building the progressive infrastructure in the United States by filling gaps, providing catalytic funding, and resourcing social change, all in the name of building a just, equitable, feminist, multiracial democracy that works for all.

The Democracy Alliance recently completed a robust strategic planning process that articulated a new 10-year strategic vision, grounded in opportunities before us and the necessity for long-term strategies and resources. The DA’s vision builds on our 20-year history and looks to the future; is deeply grounded in a commitment to racial, gender, and economic justice; and reaffirms the DA’s critical role as a convenor, resource aggregator, and community builder.

The strategic planning process revealed the DA’s critical and unique role as a powerful convener—a dynamic forum where leading progressive donors, foundations, and organized labor strategize together to leverage their shared power and drive resources in service of our democracy. In this role as convener, the DA hosts two flagship conferences each year that bring together 150 – 400 donors, movement leaders, and elected leaders over several days to learn, collaborate, and plan. Throughout the year, the organization also offers numerous learning events to build the capacity of its members and partners and foster connections across its network.

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Job Summary: Conference & Events Support Specialist

The Conference & Events Support Specialist is a part-time, contracted position that provides specialized support in the oversight of all aspects of attendee registration, reporting, rooming list management, general inquiries, and on-site registration operations for the Democracy Alliance, including small, mid, and large-scale virtual, hybrid, and in-person gatherings and conferences. These events are intended to grow the DA community, deepen existing relationships, facilitate collaboration between philanthropy and movement leaders, inspire ever-greater investment in the progressive movement, and provide a living demonstration of DA values, especially a commitment to racial, gender, and economic justice and a belief in the power of a just multiracial democracy.

This role ensures timely, accurate, and seamless experiences for participants, speakers, VIP guests, and staff. The consultant will collaborate closely with the Events team, hotel partners, and technology vendors to maintain data integrity, troubleshoot issues, manage communications, and deliver weekly reporting and insights.

The ideal candidate is highly organized, tech-savvy, and passionate about leveraging providing a positive, impactful and inclusive guest experience for our attendees.

This position requires the ability to manage a high-volume workflow that covers multiple events and constituents simultaneously. The duties of this role include but are not limited to the following:

Registration Management & Reporting

Manage the online registration portal, including managing attendee access and categories, mapping the ticket categories for reporting and app usage, and attendee troubleshooting.
Download and maintain weekly registration reports from the event registration software into an internal tracker for review.
Produce and update regular registration metrics and dashboards to track attendance trends and key performance indicators.
Provide weekly registration summaries to internal stakeholders, highlighting changes and operational considerations.
Attend weekly registration meetings focused on auditing, troubleshooting, and internal alignment across event workstreams.
Monitor the general inquiries inbox daily and respond to attendee questions, issues, and requests; flag inquiries to the appropriate internal owner when escalation is needed.
Conduct a post-event registration data audit and provide metri

Rooming List & Housing Management

Monitor and update the event rooming list in coordination with the Director of Events.
Conduct regular audits of the rooming list to ensure accuracy, identify discrepancies, and confirm alignment between registration data and hotel blocks.
Manage changes to reservations, including speaker rooms, VIP guests, staff housing needs, and special accommodations.
Coordinate the pull-aside rooming schedule and serve as the liaison between internal teams and attendees for updates and approvals.
Work closely with hotel housing contacts to verify room categories, arrival/departure changes, and group block utilization.

Data Integrity & Quality Control

Conduct weekly audits of registration data to identify errors, duplicates, or mismatches with hotel or internal records.
Implement corrections and ensure synchronization between the registration system, rooming list, and internal team trackers.
Maintain strict confidentiality, data accuracy standards, and compliance with internal processes.

On-Site Event Support

Serve as the primary lead for the on-site Registration Solutions Desk, resolving attendee issues related to badges, registration changes, payments, and access.
Oversee the check-in system, badge printing, troubleshooting, and line management to ensure an efficient arrival experience.
Provide dedicated support to speaker registration, including managing their guests, updating housing needs, and coordinating rooming changes with the hotel.
Support on-site technology, including badge printing, registration kiosks, handheld devices, scanning systems, and backups.
Collaborate with the Events team on daily reports, issue escalation, and operational shifts.

Post-Event Audit & Final Reporting

Conduct a full post-event audit of registration data, dashboards, and housing records.
Complete rooming list reconciliation with the Director of Events
Collaborate with the Events team to prepare the final comprehensive event report.

Qualifications and Competencies:

Experience managing conference or large-scale event registration platforms (e.g., Cvent, Whova, or similar).
Strong proficiency in Excel/Sheets, including dashboard creation and data analysis.
Experience working with hotels on rooming lists and group housing blocks preferred.
Excellent written and verbal communication skills, including inbox management and guest-facing support.
Highly organized with strong attention to detail and the ability to troubleshoot issues independently.
Customer-service orientation and comfort working in fast-paced environments.
Ability to travel and work on-site during the event, including extended hours as needed.

Skills Required:

Strong writing skills, including the capacity to translate complicated programming into accessible language
Exceptional attention to detail
Comfort with working in a fast-paced and diverse environment
Ability to pivot and shift their focus and efforts based on management re-prioritization in response to external and internal changes
Ability to work productively with a remote team
Experience working collaboratively with external contracts and vendors
Ability to work collaboratively with the DA’s various teams, balancing and soliciting input from multiple internal and external stakeholders

Culture and Values Alignment:

Demonstrates a deep commitment to social justice, including gender, racial, and economic justice.
Awareness of and sensitivity to the power dynamics inherent in philanthropy; strives to minimize and mitigate those dynamics in their interactions and their management of events.
Able to receive and offer constructive criticism and learn from successes and failures.
Exhibits cultural competency and can communicate effectively with people representing diverse interests, styles, and backgrounds.

The Democracy Alliance is a remote working environment.

REPORTS TO: Director of Events and Community Engagement

BASED IN: Washington DC is preferred, other locations may be considered

POSITIONS AVAILABLE: One

COMMITMENT: Full-time

START DATE: Immediately

TRAVEL: Some travel will be required

SALARY RANGE: $50/hour

Jan-Feb (average 20-40 hrs/month)

Mar (average of 60 hrs/month)

April (anticipated 100 hrs/month including on-site execution and travel)

May (anticipated 20 hrs/month)

We believe that a diverse workplace is critical to achieving our goals. We seek to recruit, develop, and retain the most talented people from a diverse candidate pool and encourage applications from structurally marginalized communities and experiences to apply.

Frequently cited statistics show that applicants from structurally marginalized and/or underrepresented groups apply to jobs only if they meet 100% of the qualifications. The Democracy Alliance encourages you to break that statistic and to apply. No one ever meets 100% of the qualifications. We look forward to your application!

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