Director, Event Logistics
Apply NowCompany: National Association of Community Health Centers
Location: Bethesda, MD 20817
Description:
The National Association of Community Health Centers (NACHC) is the national membership organization for the nation's federally qualified health centers (also known as FQHCs or Community Health Centers). Health centers are nonprofit, community-directed health clinics that provide access to high-quality, culturally competent, and comprehensive care to people living in medically underserved areas. NACHC strengthens the health center movement through advocacy, training, and technical assistance, clinical and operations support. NACHC is committed to an equitable, diverse, and inclusive workplace.
Job Purpose and Basic Function
The director is responsible for the execution of logistics for NACHC's events including annual conferences, fly-ins, BOD meetings, national trainings, webinars, private dinners and partner events. This position manages the workflow of a matrixed team servicing multiple functional areas across NACHC which requires strong project management skills to ensure all stakeholder needs are met. A successful director will utilize a look, listen, learn, and lead approach to managing a team of three FTEs. The director partners with the director, program development and director, event sponsorships to lead NACHC's events under the AVP, Events within the Communications and Engagements functional area.
Description of Primary Responsibilities and Duties
1) Introduce and implement new ideas and industry best practices to elevate event impact.
a) In coordination with AVP, continually revise and standardize procedures for event logistics across all programming managed by Event Logistics Team.
b) Manage event workflows from inception to completion, ensuring milestones and deadlines are met.
c) Improve and implement processes for producing high-quality, fiscally responsible conferences and events.
d) In collaboration with AVP, ensure compliance with industry regulations, safety guidelines and association policies.
2) Lead vendor procurement process, including selection, negotiation, and drafting of contracts.
a) Use best-in-class negotiation skills to achieve results for NACHC and NACHC attendees with assigned service agreements.
b) Review service contracts to ensure accuracy and obligations are met.
c) Review and assess contracted POE's to ensure space needs are achieved before venues are contracted.
3) Direct registration processes for conferences and events
a) Responsible for planning, implementing, and overseeing all registration processes for programs, events, and special engagements.
b) Ensures a seamless, efficient, and user-friendly experience for all participants and stakeholders.
c) Manage the registration team, develop policies and systems to maintain data integrity, and collaborate cross-functionally with departments to include finance, IT, and marketing.
d) Engage with external partners, evaluate registration technologies, and provide insights to improve participant engagement and operational efficiency.
4) Direct and manage onsite logistics for in-person events.
a) Manage and maintain event specifications, production timelines, and staffing plans to ensure all milestones and deadlines are met.
b) Manage hotel staff and event partners critical to producing in-person meetings.
c) Act as a significant line of defense for issues between event stakeholders.
d) Project manages deliverables and timelines to successfully execute conference general sessions with key internal and external stakeholders.
5) Oversee the housing process and procedures for staff and VIPs.
a) Direct staff responsible for securing and confirming VIP, Executive Committee, and staff travel arrangements for assigned conferences and special events.
b) Ensure VIP billing arrangements are accurate and reflect NACHC policy.
c) Oversee special VIP arrangements to include ground transportation, amenities, and other special activities.
6) Collaborate with Marketing to ensure event KPIs are met
a) Work with the Director of Marketing to ensure service providers follow branding guidelines.
b) Work in collaboration with Marketing to ensure key deadlines (e.g. housing, registration) are promoted and achieve desire outcomes.
7) In collaboration with AVP, serve as a member of the events leadership team.
a) Contribute to the annual proposal, budget, and implementation plan for conference programs and services.
b) Ensure event logistics team is working within budget and adjusts expenditures according to revenues.
c) Conduct cost analysis and forecasting, identifying opportunities for cost savings while maintaining quality standards.
d) Benchmark NACHC events against similar trade or member associations.
e) Identify trends, opportunities, and possible strategies to improve attendee experience.
8) Manage the Event Logistics Team.
a) Set goals, objectives and work plans for the work conducted by the team.
b) Oversee, lead, and mentor the members of the team.
c) Ensure staff members perform duties as described in job descriptions.
d) Conduct one-on-ones with direct reports.
e) Supervise, coach, develop, and manage direct reports.
f) Lead team meetings and ensure organizational information is shared.
g) Hold team accountable for commitments.
h) Conduct quarterly performance check-ins and annual performance reviews.
Professional/Technical Knowledge, Skills & Abilities
1) Bachelor's Degree with seven or more years of senior-level association event experience
2) Exemplary customer service skills.
3) Demonstrated experience managing team members in a matrixed environment.
4) Exemplary organizational and project management skills.
5) Demonstrated experience coordinating events of all sizes from 20 to 3000+.
6) Demonstrated experience in managing an extensive portfolio of events.
7) Ability to set priorities and manage multiple tasks to meet firm deadlines yet remain flexible in a rapidly changing work environment.
8) Strong background in CRM databases and reporting data
9) Advanced proficiency in learning new technologies.
10) Ability to travel up to 20% of the year to NACHC events.
11) Demonstrated commitment to professional development with an interest in mastering new skills.
Licenses & Certifications
Preferred, Certified Meeting Professional (CMP) or equivalent experience
Technical Skills
1) Experience with membership databases or customer relationship management systems.
2) Proficiency with Microsoft Office suite products.
3) Experience with hybrid conference platforms (Zoom, WebEx, etc.)
Salary: $140,000 - $150,000
Position eligible for partially remote work with attendance required in-person 1 day a week.
Job Purpose and Basic Function
The director is responsible for the execution of logistics for NACHC's events including annual conferences, fly-ins, BOD meetings, national trainings, webinars, private dinners and partner events. This position manages the workflow of a matrixed team servicing multiple functional areas across NACHC which requires strong project management skills to ensure all stakeholder needs are met. A successful director will utilize a look, listen, learn, and lead approach to managing a team of three FTEs. The director partners with the director, program development and director, event sponsorships to lead NACHC's events under the AVP, Events within the Communications and Engagements functional area.
Description of Primary Responsibilities and Duties
1) Introduce and implement new ideas and industry best practices to elevate event impact.
a) In coordination with AVP, continually revise and standardize procedures for event logistics across all programming managed by Event Logistics Team.
b) Manage event workflows from inception to completion, ensuring milestones and deadlines are met.
c) Improve and implement processes for producing high-quality, fiscally responsible conferences and events.
d) In collaboration with AVP, ensure compliance with industry regulations, safety guidelines and association policies.
2) Lead vendor procurement process, including selection, negotiation, and drafting of contracts.
a) Use best-in-class negotiation skills to achieve results for NACHC and NACHC attendees with assigned service agreements.
b) Review service contracts to ensure accuracy and obligations are met.
c) Review and assess contracted POE's to ensure space needs are achieved before venues are contracted.
3) Direct registration processes for conferences and events
a) Responsible for planning, implementing, and overseeing all registration processes for programs, events, and special engagements.
b) Ensures a seamless, efficient, and user-friendly experience for all participants and stakeholders.
c) Manage the registration team, develop policies and systems to maintain data integrity, and collaborate cross-functionally with departments to include finance, IT, and marketing.
d) Engage with external partners, evaluate registration technologies, and provide insights to improve participant engagement and operational efficiency.
4) Direct and manage onsite logistics for in-person events.
a) Manage and maintain event specifications, production timelines, and staffing plans to ensure all milestones and deadlines are met.
b) Manage hotel staff and event partners critical to producing in-person meetings.
c) Act as a significant line of defense for issues between event stakeholders.
d) Project manages deliverables and timelines to successfully execute conference general sessions with key internal and external stakeholders.
5) Oversee the housing process and procedures for staff and VIPs.
a) Direct staff responsible for securing and confirming VIP, Executive Committee, and staff travel arrangements for assigned conferences and special events.
b) Ensure VIP billing arrangements are accurate and reflect NACHC policy.
c) Oversee special VIP arrangements to include ground transportation, amenities, and other special activities.
6) Collaborate with Marketing to ensure event KPIs are met
a) Work with the Director of Marketing to ensure service providers follow branding guidelines.
b) Work in collaboration with Marketing to ensure key deadlines (e.g. housing, registration) are promoted and achieve desire outcomes.
7) In collaboration with AVP, serve as a member of the events leadership team.
a) Contribute to the annual proposal, budget, and implementation plan for conference programs and services.
b) Ensure event logistics team is working within budget and adjusts expenditures according to revenues.
c) Conduct cost analysis and forecasting, identifying opportunities for cost savings while maintaining quality standards.
d) Benchmark NACHC events against similar trade or member associations.
e) Identify trends, opportunities, and possible strategies to improve attendee experience.
8) Manage the Event Logistics Team.
a) Set goals, objectives and work plans for the work conducted by the team.
b) Oversee, lead, and mentor the members of the team.
c) Ensure staff members perform duties as described in job descriptions.
d) Conduct one-on-ones with direct reports.
e) Supervise, coach, develop, and manage direct reports.
f) Lead team meetings and ensure organizational information is shared.
g) Hold team accountable for commitments.
h) Conduct quarterly performance check-ins and annual performance reviews.
Professional/Technical Knowledge, Skills & Abilities
1) Bachelor's Degree with seven or more years of senior-level association event experience
2) Exemplary customer service skills.
3) Demonstrated experience managing team members in a matrixed environment.
4) Exemplary organizational and project management skills.
5) Demonstrated experience coordinating events of all sizes from 20 to 3000+.
6) Demonstrated experience in managing an extensive portfolio of events.
7) Ability to set priorities and manage multiple tasks to meet firm deadlines yet remain flexible in a rapidly changing work environment.
8) Strong background in CRM databases and reporting data
9) Advanced proficiency in learning new technologies.
10) Ability to travel up to 20% of the year to NACHC events.
11) Demonstrated commitment to professional development with an interest in mastering new skills.
Licenses & Certifications
Preferred, Certified Meeting Professional (CMP) or equivalent experience
Technical Skills
1) Experience with membership databases or customer relationship management systems.
2) Proficiency with Microsoft Office suite products.
3) Experience with hybrid conference platforms (Zoom, WebEx, etc.)
Salary: $140,000 - $150,000
Position eligible for partially remote work with attendance required in-person 1 day a week.