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Events Associate

4 months ago

Washington, United States BUSINESS GROUP ON HEALTH Full time

Description:
The Associate supports the overall coordination and execution of the Business Group meetings, conferences, and webinars. This role works collaboratively across the organization to assist in the planning and implementation of member events. This includes assisting with the planning, execution, and sponsorship fulfillment for the Annual Conference; and providing outstanding customer service to participants and internal stakeholders. This role reports to the Events Director.

**Primary Duties & Responsibilities**
- Support the Business Group on Health Annual Conference (event size: over 700 participants) planning and execution with responsibility for:

- Registration.
- Room block management.
- Sponsor and speaker information tracking using conference registration platform.
- Invoicing and collections.
- Sponsorship fulfillment.
- Supporting on-site event management.
- Creating the Annual Conference app and managing app usage.
- Collaborating within the team on other aspects of planning and event execution.
- Work closely with the external meeting management vendor on conference planning and coordinating all tasks.
- Work across the organization to assist in the planning and coordination of all aspects of Business Group webinars and in-person, hybrid, and virtual meetings, including:

- Vendor contracting and coordination (hotel, restaurants, catering, etc.), invoice review, and expense tracking.
- Member registration, member status validation, membership database updates.
- AV support using in-house conference equipment and the Zoom platform, as necessary.
- On-site meeting management.
- Support orchestrating successful member gatherings for superior member experience, consistent with the collaborative culture of Business Group on Health.
- Assist with the maintenance and updating of standardized process for planning and coordinating the organization’s meetings, conferences, and webinars producing a quality experience for meeting attendees while troubleshooting and resolving any attendee issues.
- Coordinates administrative support with Finance and Administration to process meeting expenses.
- Organize and maintain tracking sheets, project plans, and databases related to meetings, conferences, and webinars.
- Coordinate with marketing and contribute to the creation of conference and event pages of the Business Group’s external website, ensuring appropriate updates to member facing website information occurs consistently.
- Respond to member requests for information in a timely manner.
- Build and maintains awareness of event planning trends, proactively offering suggestions for process and member experience improvement.

**Requirements**:

- Bachelor’s degree required.
- 3-5 years of work experience, preferably in meeting planning.
- Experience working on corporate or association events ranging in size from 50-700 participants.
- Proficient in Excel, Word, PowerPoint, Zoom meetings, and webinar platforms.
- Expert in Outlook and the corresponding calendar functions.
- Cadmium or other event planning platform experience a plus.
- Fluent in written and spoken English.
- Strong interpersonal communication and customer service skills - both written and verbal
- Comfort working across the organization, at varying levels, to ensure event success.
- Partners with Director to determine goals, set priorities, measure progress, and handle multiple responsibilities while meeting deadlines in a fast-paced work environment.
- Self-starter with a strong work ethic.
- Ability to work independently and proactively on tasks and assignments.
- Extremely organized, detail-oriented and thorough with the ability to track and document outstanding items and maintain databases and files.
- High professional standards in all aspects of work and with the ability to handle sensitive information confidentially.
- The ability to work effectively on team projects and be self-motivated and experienced in exercising appropriate individual discretion and judgement.
- Awareness of hotel/event contract terms.