The V Foundation

Registration and Guest Services Coordinator

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Job Location

NAPA, CA, United States

Job Description


The position will be housed in our Napa, CA office.

It's an exciting time to be at The V Foundation for Cancer Research. Are you looking for a rewarding work opportunity? Co-founded by legendary basketball coach and announcer Jim Valvano and ESPN, The V Foundation provides a fun and rewarding environment where your work accelerates Victory Over Cancer. The V Foundation is a diverse community where employees are valued for their ideas and contributions. Join our team! We have an excellent work culture and offer a hybrid work arrangement with a comprehensive salary and benefits package.

Job Overview

The individual will be an integral part of the Registration and Guest Services (Signature Events) team. Responsibilities will include but not be limited to providing administrative and registration support for the Director of Registration and Guest Services. The individual will coordinate guest registration, prepare itineraries as needed, and manage hotel room reservations. Additional duties include maintaining regular communication, responding promptly to event attendees, coordinating transportation needs for group movement, and managing and maintaining volunteer databases for national events.

Major Responsibilities/Activities

50% Registration & Guest Services

  • Assist with guest registration to Signature Events as assigned.
  • Input updated information for guest itineraries, VIP guests, event talent, and V Foundation Executives.
  • Prepare weekly updates of guest attendance and revenue generated for assigned events.
  • Receive guest requests and coordinate needs for guests related to seating, individual transportation, and lodging.
  • Assist in event operations as needed.
  • 20% travel to national events to assist with guest registration on the day of the event.

20% Event Coordination Activities

  • Prepare event prep kits prior to each event.
  • Provide event management support when needed – pre-event, post event, and onsite.
  • Attend pre/post con meeting and site visits as required.
  • Track volunteer involvement for signature events.
  • Assist in booking vendors as needed.

25% Administrative/Office Duties

  • Answer phones, take messages, and distribute incoming and outgoing mail for the NC office.
  • Run errands as required – bank, office, shipping, auction item pickups, etc.
  • Maintain and order office supplies/equipment, storage, and files for NC Office.
  • Assist with formatting, proof-reading, and printing timelines, itineraries, guest lists, event resumes, etc.
  • Maintain office organization and cleanliness.

5% Other Duties as Needed and Identified

  • Bachelor's degree in business or related degree and 3 or more years of relevant work experience.
  • Excellent customer service and networking skills.
  • Proficiency in Canva, Dropbox, and social media programs.
  • Knowledge and experience with Office 365 (including Word, Excel, PowerPoint, Outlook).
  • Excellent time management skills and ability to manage multiple ongoing projects at once.
  • Ability to think creatively and problem solve.
  • Proactive self-starter with strong creative, analytical, planning, and project management skills.
  • A belief in the value of diversity, equity, and inclusion in the workplace and action that demonstrates this commitment.
  • Strong sense of initiative and an outcomes-oriented mindset.
  • Excellent communication, project management, and interpersonal skills.
  • High integrity with an ability to engage with sensitive and personal information.

Essential Physical Functions

  • Ability to lift 20 lbs. throughout the day.
  • Ability to sit or stand for long periods of time.

Equipment Used

  • Basic office equipment; phone, computer, and copier

Compensation details: 65000-65000 Yearly Salary


Location: NAPA, California, US

Posted Date: 2/1/2024
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Contact Information

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The V Foundation


February 1, 2024
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