Meetings and Events Associate
REPORTS TO: MANAGER OF MEETINGS AND EVENTS
Position Summary:
America's Essential Hospitals is growing our events team! We are seeking a Meetings and Events Associate to manage logistics for a variety of both in-person and virtual events as well as educational webinars. The ideal Meeting and Events Associate has event planning experience within a trade association or non-profit setting and possesses a passion for excellence through the execution of creativity, detail management, problem solving, and follow through.
Benefits of Working at America's Essential Hospitals:
The Meeting and Events Associate enjoys a 4-day per week remote schedule, coming to the office on Tuesdays and as needed for internal and external meetings, events, or projects.
America's Essential Hospitals offers an inclusive, team-oriented work environment with flexible work schedules, competitive pay, annual bonus plans, generous benefit package, and most importantly - an opportunity to make an impact. This is an excellent opportunity for a junior-level corporate event planning professional who is interested in sharpening their skills in support of a mission-driven organization focused on driving healthcare access and equity.
PRINCIPAL DUTIES AND JOB RESPONSIBILITIES* of the MEETINGS AND EVENTS ASSOCIATE:
*Below is a summary, not an inclusive list of all responsibilities
- Lead coordination of smaller meetings and events, including, but not limited to, site selection and room block management, catering, audio-visual/other technology, printing and supplies, and researching and securing contracts from relevant vendors
- Support the planning, coordination, and arrangements for in-person meetings and events, including coordination of pre- and post-event tasks
- Develop concepts for and serve as producer of receptions, dinners, and similar networking events
- Manage the production of print collateral and other materials for meetings and educational programs (poster displays, programs, onsite publication displays etc.). Approve print quantities and assist with overall print quality review
- Serve as lead webinar event producer for distance learning events
- Develop and maintain working knowledge of the website back end, Zoom Webinar, Fonteva association management system, and related software and technology
MINIMUM EDUCATION AND EXPERIENCE OF THE MEETING AND EVENTS ASSOCIATE:
- Bachelor's degree required
- Three years' relevant meeting planning experience; prior experience with a trade association or nonprofit organization a plus
- Experience working within the Zoom Webinar environment or similar distance learning platforms
- Excellent written, editing, and oral communication skills
- Relevant experience with nonprofit or association database management software
ESSENTIAL CHARACTERISTICS FOR THE MEETING AND EVENTS ASSOCIATE:
- Strong project and time management skills
- Ability to work independently, meet deadlines, and assist with the successful execution of complex events involving multiple staff, vendors, and volunteers
- Superior and demonstrated commitment to high-quality customer service
- High level of attention to detail
- Analytical and problem-solving skills, including ability to develop and execute contingency plans
- Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diversified office, including member volunteers in leadership roles
- Proven experience working well under pressure
- Ability to travel and work flexible hours, including occasional weekends; position requires some travel (estimated 10 percent)
- Ability to commute to the Washington, D.C., office
- Ability to provide proof of vaccination (required for AEH employees*)
*Reasonable accommodations will be made for individuals with a sincerely held religious belief or disability