Under the supervision of the Director of Events, the Events and Membership Coordinator will provide administrative support both to the Education and Events team as well as the Membership department. The Events and Membership 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.
Principal Duties:
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@ahp.org 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 iMIS, 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
Responsible for helping Membership staff recruit highest-touch member organizations to attend invitation-only events at AHP conferences
Processes inputs and updates to AHP member roster records in iMIS as needed
Creates invoices and process payments for AHP membership dues
Attends and takes notes during virtual member-exclusive roundtables when needed
Participates in helping to schedule presentations by AHP’s CEO at member sites, working with the internal AHP team as well as member teams
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
Education/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
