Manager, Event Operations

About the Role

The American Public Health Association (APHA) is seeking an experienced Manager of Event Operations to oversee catering, audio-visual, and general event logistics for major events including the Annual Meeting and National Public Health Week. This position works in close collaboration with the Senior Manager of Event and Program Operations to coordinate staff scheduling and various logistical components.

Key Responsibilities

• Coordinate logistics for the National Public Health Week Forum.
• Manage all food and beverage arrangements for the Annual Meeting events, ensuring timely receipt and approval of Banquet Event Orders (BEOs) and close coordination with venue catering managers.
• Oversee audio-visual (AV) orders, input event details into logistics management software, and verify function sheets for accuracy during the Annual Meeting.
• Collaborate with senior leadership to review event logistics including room assignments, floor plans, and function sheets for the Annual Meeting.
• Administer a comprehensive system to collect logistical information for a variety of business meetings, social gatherings, affiliate events, and workshops, encompassing AV, catering, room setup, and special requests.
• Manage coat check setup and vendor scheduling, streamlining processes and communication between staff and event organizers.
• Serve as liaison for space requests, event scheduling, catering coordination, invoicing, and AV/setup requirements for related organizations and ICW during the Annual Meeting.
• Handle marketing coordination and database/report tracking associated with event logistics.
• Act as primary contact for ADA accommodations for the Annual Meeting and other in-person events, including contracting interpreting services and managing accessibility requests and communications.
• Manage the Annual Meeting housing websites, liaise with vendors and stakeholders, conduct weekly housing report analysis, and monitor trends.
• Administer staff work schedules, travel arrangements, hotel accommodations, and per diem requests for the Annual Meeting, coordinating closely with the Director of Event Operations, Chief of Staff, and CEO.
• Perform additional duties as assigned.

Candidate Profile and Qualifications

• Bachelor’s degree required; preference for degrees in Event Management or Hospitality or equivalent experience with 3-5 years in large-scale event planning.
• Excellent customer service and interpersonal communication skills.
• Strong organizational capabilities and meticulous attention to detail.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint) with the ability to quickly master new technology platforms.
• Physical ability to lift or move up to 25 pounds.
• Willingness and ability to travel up to approximately 10 days annually to the Annual Meeting and related site visits.
• Availability to work occasional evenings and weekends as required by event schedules.

Work Environment

This full-time position is based in downtown Washington, DC near multiple metro stations with a hybrid work arrangement. The typical workweek consists of 35 hours Monday through Friday during daytime hours.

Additional Information

• Number of vacancies: 1
• Required travel: 0-10%
• Salary: Mid-60,000s annually, commensurate with experience and role.
• Vaccination Policy: Compliance with APHA COVID-19 Vaccination Mandate is required for new hires and employees.
• Equal Employment Opportunity: APHA is committed to workplace diversity and is an equal opportunity employer.
• Applicants must submit a cover letter, resume, writing sample, salary expectations, at least two supervisory references, and one professional reference with full contact details.