This position provides administrative support, customer service, meeting planning and logistics management, technical and computer assistance to the APHA conventions department; responds to general inquiry calls and monitors info request in-boxes, assists with organizing specifications for sessions and events; provides support for film festival; coordinates attendees’ accessibility requests, and assists with exhibits management platform. Annual Meeting Customer Service – Manage the email@example.com, firstname.lastname@example.org and the email@example.com inbox. Respond to emails and general inquiry phone calls in a timely fashion. Update information in the abstract management system (Confex) as necessary. Work with Manager of Scientific Sessions to answer questions and solve problems. Assist with room assignments and clean-up of database. ADA Coordination –Research ADA resources and update the accessibility guide. Manage the firstname.lastname@example.org inbox and follow-up with individual registrants who indicate a disability. General Exhibit Support –Assist Exhibits Manager with exhibits management platform (a2z) and contact database (ACT). Manage schedule for exhibitors participating in the Industry Experts Theater. Surveys and Analysis – Compile and send out the Annual Meeting survey for attendees and exhibitors as well as the survey for APHA Live and the Policy Action Institute. Analyze survey and make suggestions on how to improve the attendee experience in future years. General Convention Support – Assist Conventions staff with projects. Track and Process invited speaker registration forms. Double-check charts against Confex data, make corrections in system as needed. Review temporary personnel needs and create scheduling chart to track rooms to be covered by each monitor. Film Festival Support— Act as a review for short films. Assist with development of film “sessions”, create session titles, assist with captioning, and uploading of MP4 videos as needed. Liaison to NPHW and Get Ready – Represent Conventions team on NPHW and Get Ready planning meetings. Share notes from meetings with Convention Staff. Social Media Support – Support Marketing Manager with all social media platforms. Write sample tweets, schedule annual meeting tweets for staff, program planners, sponsors and others. Local Meetings Support –Assists with planning and execution of Policy Action Institute, APHA Boot Camp and other local meetings. Assist with RFP process–Research potential vendors to support the annual meeting and create spreadsheets to compare vendors. Manage RFP process for shuttle service. Perform other duties as assigned.
College degree (AB or higher) preferably in event management. Ideal candidate will have a minimum of 2-3 years of meeting related experience. Candidates should have a strong interest in meetings management, strong customer service skills, strong organizational skills, proficiency in Microsoft (MS) Office products (Word, Excel, PowerPoint), proficiency in Adobe products, MS Outlook, ability to rapidly learn new technology and applications such as databases, social media platforms, mobile applications and online database applications. Relentless attention to detail. Team spirit and flexibility. Travel to the Annual Meeting is required. Must be willing to work overtime, including weekends and travel to staff APHA related meetings as needed. Ability to lift and/or move up to 25lbs.
Position is based in downtown DC near several metro stations.
Hours: 35 hours a week, full-time, Mon- Fri. (daytime). Number of openings: 1.
Applicants who meet the requirements and are interested in being considered for this position should submit the following information at: https://careers-apha.icims.com.
A writing sample;
At least 2 supervisory references and 1 professional reference (name, title, company name and phone number and email).
CLOSING DATE: Open Until Filled
EEO/AA/VETS/DISABILITY. APHA is strongly and actively committed to diversity in its workplace.
Additional Salary Information: APHA offers a competitive salary and excellent benefits.