Coordinator, Event Operations

$52,800 - $66,000/Yr

American Public Health Association - Washington, DC

Full-time - Entry Level

Hybrid - Washington, DC

Hospitals

About the position

The Coordinator of Event Operations at the American Public Health Association (APHA) is a full-time position responsible for overseeing various aspects of event logistics, particularly for the Annual Meeting and Policy Action Institute. This role involves managing catering, audio-visual needs, and general event logistics, ensuring that all elements come together seamlessly for successful events. The Coordinator will work closely with the Senior Manager of Event and Program Operations to coordinate housing staff schedules and additional logistics, ensuring that all operational details are meticulously planned and executed. In terms of food and beverage management, the Coordinator will handle all orders for events during the Annual Meeting, collaborating with section contacts to ensure that Banquet Event Orders (BEOs) are received, reviewed, and approved in a timely manner. This includes reviewing all Master Billed orders and liaising with venue catering managers regarding ticketed food functions and concessions. The role also encompasses managing audio-visual orders, ensuring that all information is accurately input into the logistics management platform and that function sheets are reviewed for accuracy. The Coordinator will act as a liaison for related organizations and manage space requests, confirming needs, assigning rooms, and scheduling events in the event logistics platform. Additionally, the Coordinator will oversee the coat check setup in collaboration with the convention center. Staff schedules, per diems, and housing arrangements will also fall under the Coordinator's purview, requiring coordination with the Director of Conventions and Executive Director to ensure that all staff and vendor accommodations are appropriately managed. The position requires a proactive approach to logistics management, working directly with the Senior Manager to review event logistics, double-check room assignments, and ensure that all function sheets are accurate. The Coordinator will also manage logistics for the Policy Action Institute, acting as the primary liaison with the hotel and overseeing food and beverage, AV, electrical, and internet requirements. Other duties may be assigned as necessary, making this a dynamic role within the organization.

Responsibilities

• 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.
• Manage all AV orders from staff and sections, ensuring proper input into the logistics management platform.
• Review AV orders for function sheets.
• Manage space requests, confirm space needs, assign rooms, and schedule events in the event logistics platform.
• Connect liaisons with catering managers and manage invoicing in iMIS.
• Work directly with the convention center on the setup and implementation of coat check.
• Coordinate and manage the Annual Meeting staff work schedules, including obtaining schedules from each staff member.
• Assign hotel rooms to staff and vendors based on available comp and staff rated rooms, and request staff per diems.
• Review event logistics, double-check room assignments, and review floor plans and function sheets with the Senior Manager, Event and Program Operations.
• Manage logistics for the annual Policy Action Institute, acting as the primary liaison with the hotel.
• Manage food & beverage, AV, electrical, and internet requirements for the Policy Action Institute.

Requirements

• Bachelor's degree required, preferably in Event Management or Hospitality.
• 2-5 years of event planning experience.
• Outstanding customer service and interpersonal skills.
• Strong organizational skills and proficiency in Microsoft Office products (Word, Excel, PowerPoint).
• Ability to rapidly learn and introduce new technology.
• Relentless attention to detail.
• Ability to lift and/or move up to 25 lbs.

Nice-to-haves

• Experience with logistics management platforms.
• Familiarity with invoicing systems like iMIS.

Benefits

• Hybrid work environment.
• Opportunity to work in a diverse and inclusive workplace.
• Professional development opportunities.