Coordinator, Event Operations

Overview

Responsible for catering, audio visual and general event logistics for the Annual Meeting and Policy Action Institute. Works closely with the Senior Manager, Event and Program Operations on housing staff schedules and additional logistics.

Responsibilities

Annual Meeting Food & 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 Audio Visual

• 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. Annual Meeting Related Organization/ICW Liaison

• Manage space requests (confirm space needs, assign rooms, schedule events in event logistics platform), connect liaisons with catering managers, manage invoicing in iMIS. Annual Meeting Coat Check

• Work directly with the convention center on set up and implementation of coat check. Staff Schedules, Per Diems and Housing

• Coordinate and manage the Annual Meeting staff work schedules which includes obtaining schedules from each staff and reviewing with Director of Conventions and Executive Director, assigning hotel rooms to staff (and vendors) based on available comp and staff rated rooms, and requesting staff per diems. Annual Meeting Logistics Management

• 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. Policy Action Institute Logistics Management

• Manage logistics for annual policy action institute. Act as primary liaison with the hotel, manage food & beverage, AV, electrical and internet requirements. Perform other duties as assigned.

Qualifications

Bachelor's degree required with a preference for those holding a degree in Event Management or Hospitality or 2-5 years of 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 Policy Action Institute (approximately 2 days) with other occasional travel possible; 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.

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.

• Cover letter;

• Resume;

• A writing sample;

• Salary requirement;

• At least 2 supervisory references and 1 professional reference (name, title, company name and phone number and email).

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

CLOSING DATE: Open Until Filled

GRADE: 5 - exempt

SALARY RANGE: $52,800 - $66,000 (salary commensurate with experience & job role).

G

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