Description
About the job
The IETF Administration LLC (IETF LLC) is looking for an organized, conscientious, and creative individual to join our team as a Meeting and Events Specialist. The IETF Administration LLC (IETF LLC) is a small not-for-profit that is the corporate home for the community-led Internet standards organization, the Internet Engineering Task Force (IETF). The IETF is the premiere global Internet standards organization, publishing hundreds of technical specifications per year, all developed through its community process. The IETF community is made up of 50,000 or so engineers and academics from across the globe, of whom about 7,000 are active each year.
This role is employed via our trusted partner Association Management Solutions, to ensure seamless compliance with state-specific payroll and tax laws. They serve as the "Employer of Record" for all administrative functions, while you work directly with our team.
About the Role
We’re looking for a highly organized, self-directed Meeting & Events Specialist to lead registration operations for large-scale international meetings (1,200+ attendees).
This is not a role where tasks are handed to you step-by-step. You’ll be trusted to own your work, solve problems independently, and build processes that improve how we operate. You’ll sit at the center of attendee experience, registration systems, and onsite execution, working with a global network of vendors, temporary staff, and internal stakeholders.
What You’ll Be Responsible For
- Registration Operations & Systems
- Own and manage the event registration platform end-to-end, including setup, testing, reporting, and continuous improvement
- Process attendee transactions, troubleshoot registration issues, and manage attendance verification
- Maintain data accuracy across systems, including reconciliation between registration platforms and payment processors
- Analyze registration data to identify trends, gaps, and opportunities for improvement
- Global Vendor Sourcing & Management
- Independently source, vet, and manage vendors worldwide (temporary staff, print production, onsite services, etc.)
- Obtain quotes, compare options, and make recommendations that balance cost, quality, and reliability
- Manage vendor timelines, deliverables, and budgets with minimal oversight
- Onsite Execution
- Lead onsite registration operations, including setup, teardown, and workflow optimization
- Train and manage temporary staff to ensure a smooth and professional attendee experience
- Act as a primary point of contact for attendees, handling real-time problem solving with confidence and professionalism
- Logistics & Operations
- Coordinate freight and shipping logistics, ensuring materials arrive and depart on time and within budget
- Prepare all registration materials (badges, lanyards, signage, supplies) with strong attention to detail
- Maintain internal tracking systems (Google Sheets, project management tools) to ensure nothing slips
- Cross-Functional Support
- Collaborate with internal teams
- Support team communications, website updates, data collection, sponsorship fulfillment and other tasks
- Support the Director of Meeting Operations with additional projects as needed
What Success Looks Like in This Role
- You take initiative and move work forward without waiting for direction
- You are comfortable making decisions and backing them with data
- You can quickly figure out unfamiliar tools, vendors, or processes
- You stay organized and detail-focused, even when things get busy or ambiguous
- You are a team player, ready to help out with whatever needs to be done to support the Meetings Team
Location
This role is only open to candidates who currently reside in the USA with a preferred candidate in the Pacific time zone.
How to Apply
Please submit your resume and a brief cover letter explaining why you're interested in this role and how your experience and skills align with the responsibilities.
We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
A limited number of the best-qualified candidates will be invited to the next step of the selection process.
We regret that due to the high level of inquiries we cannot respond to all applicants.
About the Organization
The IETF LLC has a team of about 30 direct staff around the world, all working remotely, and provides day-to-day operational support for the IETF, including meetings held three times each year. We’re a very friendly, caring, and collaborative team. The IETF LLC has an annual income of approximately $13M from a combination of donors, investment income, and meeting revenue.
Timeline for Applying
We are looking to identify a candidate ASAP who is able to travel to our Portland, OR warehouse for onsite training early June, as well as travel internationally to Austria, Vienna from July 15-25, 2026.
Requirements
Qualifications
You bring:
- 2+ years of professional experience (at least 1 year in events, registration, or operations)
- Experience working with registration or ticketing platforms (Cvent, Eventbrite, or similar)
- Strong data management skills (Google Sheets/Excel, reporting, reconciliation)
- Proven ability to manage multiple priorities with high attention to detail
- Confidence working independently and solving problems without constant oversight
- Experience sourcing and managing vendors (bonus if global)
- Strong communication skills and a professional, service-oriented mindset
- Comfort in both fast-paced onsite environments and independent, behind-the-scenes work
Additional Requirements
- Full-time position
- International travel approximately 3 times per year
- Travel to Portland, OR warehouse (~3 times per year)
- Ability to lift up to 40 lbs