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Events Coordinator

Summary of Position

Under the supervision of the Director of Events, the Events Coordinator will provide administrative support to the Education and Events team.  The Events Coordinator acts as the first point of contact for all event inquiries and registration processing and serves as the primary administrator of the registration database and reporting. The Coordinator will have exceptional customer service skills; providing support to all members, internal staff and AHP event participants.

This is a full-time, exempt position. This position has a hybrid work schedule with the flexibility to work remotely on some days and from AHP’s Arlington, VA, office on other days based on AHP’s business needs. Some travel is required in support of AHP events.

Responsibilities

Principal Duties 

  • Embodies the values and core competencies of the Association at all times and positively promotes the Association’s culture.
  • Supports all internal team members and departments in accomplishing the Association’s mission, vision, and goals.
  • Provides the highest level of customer service, responds to member requests within 24 hours, resolves problems, assists and answers questions pertaining to event registration processes which includes managing the Meetings inbox
  • Responsible for successful execution of all event shipment processes, ensuring delivery of items to/from event facilities
  • Manages all updates, changes and configurations to attendee, sponsor/exhibitor and speaker conference registrations
  • Implements and is responsible for the registration process for all AHP events to include but not limited to event setup in the AMS system, pre-registration, onsite registration, mail registration, online registration, cancellations, balance due invoicing, payment collections, and badge printing
  • Attends and serves as registration lead for AHP in-person conferences
  • Maintains excellent communication and coordination with all departments on updates/issues/trends pertaining to event registrations

Secondary Duties

  • Works on special projects and other duties as required helping to promote Association’s success
  • Remains current with latest meeting and events programs to further drive success of the department and industry
  • Responds to questions from all stakeholders regarding AHP events and exhibits offerings
  • Assists with all pre-event planning, onsite event preparation and execution
  • Other administrative duties as assigned 

Position Specifications

Training/Certifications

  • Bachelor’s degree preferred
  • 2-5 years of progressive responsibility in the administration of meeting and event programs preferred
  • Association management environment work experience a plus

Essential Skills/Knowledge

  • Excellent member/customer service ethic
  • Strong demonstrated database skills, and CRM experience preferred
  • Experience with major business software applications (Microsoft Teams, Microsoft Office Suite, proficiency in Excel and Adobe Acrobat Pro DC in particular)
  • Strong written and verbal communication skills
  • Proficient in project management; effectively manages schedules and deadlines and communicates them to stakeholders for ongoing initiatives with minimal supervision

Essential Competencies/Behaviors

  • Thrives in a collaborative environment
  • Maintains good rapport with all departments
  • Detail oriented and organized
  • Excels in a fast-paced work environment
  • Understands role and responsibilities within the broader business context
  • Flexible and resilient
  • Willing to embrace change and adapt as needed
  • Self-motivated and capable of building strong relationships
  • Innovative and solutions-based
  • Punctual, present and reliable
  • Skilled at eliciting cooperation and collaboration from a wide variety of sources

Compensation

The annual salary for this position is $55,000 to $60,000 based on experience and includes a comprehensive benefit package.

Business Development Manager

Summary of Position

This position is responsible for developing and maintaining relationships with industry partners in order to introduce them to the marketing and promotional opportunities available through AHP’s conferences, events and programs.  The dual objectives of this position are 1) identifying and researching prospective partners and sponsors for the Association and 2) generating revenue through exhibits and sponsorship sales. Sales are accomplished through proactive email, telephone and face-to-face communication with both existing and prospective sponsors, exhibitors and advertisers.  Serving as a project manager, this position works in close collaboration with team members across all departments of the Association to manage deliverables, timelines and budgets. 

Responsibilities

Principal Duties

  • Embodies the values and core competencies of AHP at all times and positively promotes AHP’s culture
  • Supports all internal team members and departments in accomplishing AHP’s mission, vision, and goals
  • Works with all business leads to become knowledgeable in all AHP products and services that have a sponsorship, advertising or exhibit component in order to effectively and persuasively target the value proposition of AHP’s offerings to the right prospective buyer profile
  • Proactively researches and identifies new sales prospects through high-volume outbound sales calls, email and in-person communications
  • Maintains an accurate and robust prospect pipeline for all projects/events
  • Manages the pool of affiliate member renewals to target renewal rates
  • In partnership with business leads, develops the budget for all revenue lines and actively monitors attainment; communicates company wide as budgets are achieved or as challenges are identified
  • Collaborates with CEO and Chief Learning Officer to draft and email proposals to prospects
  • Develops pipeline for CEO and Chief Learning Officer for larger partnership opportunities, and provides support in these endeavors including research, prep materials and follow-up materials
  • Provides regular sales updates to Leadership Team on sales and pipeline activity
  • Manages the affiliate member advisory committee, maintaining regular contact with committee members in an effort to ensure affiliate members have input into AHP’s work and see value in membership with AHP
  • Serves as project manager, liaising with other departments to manage schedules, deadlines and budgets for sales and sponsorship initiatives
  • Serves as first point of contact for all inbound inquiries related to affiliate membership, exhibit sales, advertising sales and sponsorships
  • Represents AHP at various conferences, meetings and events.  Assists at all exhibits events to deliver customer service and retain or increase event investment moving forward
  • Prepares post-conference reports detailing results and achievement of established partnership goals after each event
  • Stewards investment made by AHP partners by conducting post-event debriefs with partner, communicating overall results of sponsor investment (i.e., your sponsorship allowed AHP to …), coordinating thank-you from AHP CEO and Board
  • Responds to inquiries with empathy and urgency, and performs active follow-up to ensure customer satisfaction; maintains daily activities in company and individual database records via Activity codes

Position Specifications

Training/Certifications

  • Bachelor’s degree in Business, Marketing, Communication or a related discipline, and
  • 3-5 years of experience; or an equivalent combination of training and experience related to the duties of the position preferred

Essential Skills/Knowledge

  • Demonstrated success in a sales role featuring various products and services, such as advertising, exhibits, and/or sponsorships
  • Demonstrated ability to understand and respond to the needs of target audiences or member segments
  • Strong written and verbal communication skills
  • Strong negotiation skills with an understanding of how to maximize value for AHP and our affiliate members
  • Project management skills to manage schedules and deadlines for ongoing initiatives
  • Ability to work as part of a team and to work independently; a self-initiator, versatile and assumes risk with responsibility
  • Expertise in all major business software applications (Adobe Create Suite, Microsoft Office Suite)

Essential Competencies & Behaviors

  • Goal oriented with track record of achieving or exceeding revenue goals
  • A high level of initiative and attention to detail
  • Proven ability to meet deadlines
  • Collaborative - maintains good rapport with all departments and outside stakeholders
  • Energetic, forward-thinking and creative individual with high professional standards
  • Agile and flexible - thrives within a fast-paced work environment

Compensation

The annual salary for this position is $60,000 to $70,000 plus commission based on experience and includes a comprehensive benefit package.

The Association for Healthcare Philanthropy is an Equal Opportunity Employer. AHP values and respects diversity. We view individual differences as assets that promote the growth and success of AHP’s goals, its members, and the healthcare philanthropy profession.

Please send your resume and cover letter to Deb Borg, Human Resources, at deb.suppleegroup@icloud.com to apply for this position.

Apply to Join Our Team

Please send your resume and cover letter to Deb Borg, Human Resources, at deb.suppleegroup@icloud.com to apply for a job listed on this page.