APHA

Maintains breed registry for Paint Horses

Manager Event Operations

Project ManagementConfirmed live in the last 24 hours

Full-timeWashington, DC, USANo salary listed

About the Job

Requirements

A bachelor's degree is required.
Alternatively, candidates may have 3–5 years of large-event planning experience.
Outstanding customer service and interpersonal skills are required.
Strong organizational skills are required.
Proficiency in Microsoft Office, including Word, Excel, and PowerPoint, is required.
Ability to rapidly learn and introduce new technology is required.
Relentless attention to detail is required.
Ability to lift and/or move up to 25 pounds is required.
Ability to travel to the Annual Meeting for approximately 10 days and to associated site visits is required.
Ability to work occasional weekends and evenings to attend events and other off-site functions when applicable is required.
Employees must adhere to APHA's COVID-19 vaccination mandate policy.
Applicants must submit a cover letter, résumé, writing sample, salary requirement, two supervisory references, and one professional reference.

Responsibilities

Manage catering, audiovisual services, and general event logistics for the Annual Meeting and National Public Health Week.
Work with the Senior Manager, Event and Program Operations on staff housing schedules and additional logistics.
Manage logistics for the National Public Health Week Forum.
Manage food and beverage orders for Annual Meeting events; coordinate with section contacts to ensure banquet event orders are received in time for review and billing approval.
Review master-billed orders and coordinate with venue catering managers on ticketed food functions and concessions.
Manage audiovisual orders from staff and sections, ensure information is entered into the logistics management platform, and review audiovisual orders for function sheets.
Coordinate with the Senior Manager, Event and Program Operations to review event logistics, room assignments, floor plans, and Annual Meeting function sheets.
Manage collection of logistics details for business meetings, social hours, affiliate events, and workshops, including audiovisual services, catering, room setup, and special requests.
Manage coat-check setup and implementation, including securing a vendor and establishing schedules.
Lead efforts to streamline processes and communication with staff and event organizers.
Manage related-organization and inter-conference-workshop space requests, confirm space needs, schedule events in the event logistics platform, and assign rooms.
Connect liaisons with catering managers, manage invoicing, and collect audiovisual and setup requirements.
Coordinate marketing and tracking of the related-organization and inter-conference-workshop database and reports.
Serve as the primary contact for Annual Meeting accessibility issues and questions and as an accessibility resource for all in-person events.
Negotiate a contract with a local interpreting agency, schedule interpreters, and manage attendee accessibility requests.
Manage the [email protected] inbox.
Manage Annual Meeting housing websites, including coordinating with the vendor to set up and test websites, and serve as housing liaison for staff, vendors, and attendees.
Download weekly housing reports and analyze trends.
Work with the Director of Event Operations to manage Annual Meeting staff schedules, obtaining schedules from each staff member and reviewing them with the Director of Events, Chief of Staff, and CEO.
Manage staff travel to the Annual Meeting, assign hotel rooms to staff and vendors, and manage staff per diem requests with Finance.
Perform other duties as assigned.

Desired Qualifications

A degree in Event Management or Hospitality is preferred.

Responsible for catering, audio visual and general event logistics for the Annual Meeting and National Public Health Week. Works closely with the Senior Manager, Event and Program Operations on housing staff schedules and additional logistics. National Public Health Week: Managing logistics for the National Public Health Week Forum. Annual Meeting Food and 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 Meeting Logistics Management – 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. 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. Manage a system for gathering logistical details for business meetings, social hours, affiliate events, and workshops: AV, catering, room setup, and special requests. Manage set-up and implementation of coat check including securing vendor and establishing schedules. Lead effort to streamline the process and communication with staff and event organizers. Annual Meeting Related Organization/ICW Liaison - Manage space requests (confirm space needs, schedule events in event logistics platform, and assign rooms), connect liaisons with catering managers, manage invoicing, collecting AV and setup needs. Coordinate marketing and tracking the database and reports. Annual Meeting ADA Management:Serve as primary contact for ADA related issues and questions related to the annual meeting and resource for all in-person events. Negotiation contract with local interpreting agency. Schedule interpreters and manage attendee accessibility requests. Manage [email protected] inbox. Housing Website Management – Manage the Annual Meeting housing websites to include working with vendor to set up and test all housing websites and serve as housing liaison for staff, vendors and attendees. Download weekly housing reports and analyze trends. Staff Schedules, Per Diems and Travel –Work with Director, Event Operations to manage the Annual Meeting staff work schedules which includes obtaining schedules from each staff reviewing with Director of Events, Chief of Staff and CEO. Manage all staff travel to the annual meeting, assigning hotel rooms to staff (and vendors), and managing staff per diem requests with finance. Perform other duties as assigned.

Bachelor’s degree required with a preference for those holding a degree in Event Management or Hospitality or 3-5 years of large 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 associated site visits; 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:

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

SALARY RANGE: Mid-60's (salary commensurate with experience & job role). APHA offers a competitive salary and excellent benefits.

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

About the Company

APHA

Maintains breed registry for Paint Horses

The American Paint Horse Association (APHA) is a breed organization that registers and promotes the American Paint Horse. It maintains programs and services to increase the horse’s value and enrich members’ experiences, with a mission to promote, preserve and provide meaningful experiences with Paint Horses. APHA supports the breed through registrations and conformation standards that reflect form-to-function versatility, education, events, and member benefits. What makes APHA different is its size and scope as the world’s second-largest international equine breed association, its explicit focus on humane treatment, family-friendly activities, and collaboration with other organizations to advance shared goals. The organization aims to sustain the breed’s future by long-range planning, sound financial policies, and ongoing investment while preserving the horse’s heritage and versatility.

Company size: 51-200
Company stage: Not listed
Total funding: Not listed
Headquarters: Fort Worth, TX
Founded: 1962

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