Manager, Event Operations

American Public Health Association; Washington; Hybrid; USD 65,000 - 70,000; Full time

Benefits offered by this job

Hybrid work environment

Job summary

American Public Health Association in Washington, DC seeks an event logistics coordinator to manage housing staff schedules, catering, AV, and overall on-site logistics for the Annual Meeting and National Public Health Week. The role requires coordinating with the Senior Manager, Event and Program Operations to ensure smooth operations and timely set-up.

The ideal candidate has 3–5 years of large event planning experience, exceptional customer service, and proficiency in Microsoft Office.

Qualifications

• Bachelor’s degree preferred in Event Management or Hospitality or 3–5 years of large event planning experience.
• Outstanding customer service and interpersonal skills.
• Proficiency in Microsoft Office products (Word, Excel, PowerPoint).
• Relentless attention to detail and the ability to travel for site visits.
• Ability to lift and/or move up to 25 lbs and work some weekends/evenings as needed.

Responsibilities

• Coordinate housing staff schedules and logistics for the Annual Meeting and National Public Health Week.
• Manage catering, AV, and on-site logistics; review floor plans and room assignments.
• Ensure BEOs are received timely and reviewed for billing; manage invoicing.
• Lead efforts to streamline processes and communications with staff and event organizers.
• Serve as ADA liaison and coordinate accessibility accommodations.

Skills

Event management

Customer service

Interpersonal skills

Microsoft Office

Organizational skills

Education

Bachelor's degree

Job description

Responsible for catering, audio visual and general event logistics for the Annual Meeting and National Public Health Week. Works closely with the Senior Manager, Event and Program Operations on housing staff schedules and additional logistics. National Public Health Week: Managing logistics for the National Public Health Week Forum. Annual Meeting Food and Beverage: Manage all food and beverage orders for events during the annual meeting. Work with section contacts to ensure BEOs are received in time to be reviewed and approved for billing. Review all Master Billed orders and work with venue catering managers on ticketed food functions and concessions. Annual Meeting Meeting Logistics Management - Manage all the AV orders from staff and sections. Ensure information is properly input into the logistics management platform and review AV orders for function sheets. Work directly with the Senior Manager, Event and Program Operations to review event logistics, double check room assignments, review floor plans, and review the annual meeting function sheets. Manage a system for gathering logistical details for business meetings, social hours, affiliate events, and workshops: AV, catering, room setup, and special requests. Manage set-up and implementation of coat check including securing vendor and establishing schedules. Lead effort to streamline the process and communication with staff and event organizers. Annual Meeting Related Organization/ICW Liaison - Manage space requests (confirm space needs, schedule events in event logistics platform, and assign rooms), connect liaisons with catering managers, manage invoicing, collecting AV and setup needs. Coordinate marketing and tracking the database and reports. Annual Meeting ADA Management: Serve as primary contact for ADA related issues and questions related to the annual meeting and resource for all in-person events. Negotiation contract with local interpreting agency. Schedule interpreters and manage attendee accessibility requests. Manage [e-mail] inbox. Housing Website Management - Manage the Annual Meeting housing websites to include working with vendor to set up and test all housing websites and serve as housing liaison for staff, vendors and attendees. Download weekly housing reports and analyze trends. Staff Schedules, Per Diems and Travel - Work with Director, Event Operations to manage the Annual Meeting staff work schedules which includes obtaining schedules from each staff reviewing with Director of Events, Chief of Staff and CEO. Manage all staff travel to the annual meeting, assigning hotel rooms to staff (and vendors), and managing staff per diem requests with finance. Perform other duties as assigned.

Bachelor’s degree required with a preference for those holding a degree in Event Management or Hospitality or 3-5 years of large event planning experience. They should have outstanding customer service and interpersonal skills, organizational skills, proficiency in Microsoft Office products (Word, Excel, PowerPoint), and the ability to rapidly learn and introduce new technology. Relentless attention to detail. Ability to lift and/or move up to 25 lbs. Must be able to travel to the Annual Meeting (approximately 10 days) and associated site visits; Must be able to work occasional weekends and evenings to attend events and other off-site functions when applicable.

Position is based in downtown DC near several metro stations. Hybrid work environment.

Hours: 35 hours a week, full-time, Monday - Friday (daytime). Number of openings: 1.

Vaccination Policy: New Hires and Employees must adhere to APHA COVID-19 Vaccination Mandate Policy.

CLOSING DATE: Open Until Filled

SALARY RANGE: Mid-60’s (salary commensurate with experience & job role). APHA offers a competitive salary and excellent benefits.

EEO/AA/VETS/DISABILITY. APHA is strongly and actively committed to diversity in its workplace.