Meetings and Events Associate

  • America’s Essential Hospitals
  • Washington, DC, USA
  • Oct 08, 2019
Full time Customer / Client Service Event Coordination Event Planning Not-for-profit Production Webinars / Webcasts

Job Description


Meetings and Events Associate 

ABOUT THE ORGANIZATION America's Essential Hospitals is the leading association and champion for hospitals and health systems dedicated to high-quality care for all, including the most vulnerable. Since 1981, America's Essential Hospitals has initiated, advanced, and preserved programs and policies that help these hospitals ensure access to care. We support members with advocacy, policy development, research, and education.  

America’s Essential Hospitals, the only association advocating for hospitals dedicated to providing high-quality care for our nation’s most vulnerable, is actively recruiting an associate for its meetings and events team. The ideal candidate is highly motivated and will bring a passion for details, creativity, and a strong work ethic and desire to join a team integral to all activities of the organization. A key member of the events team, this position will be fully or partly responsible for interactive webinars, in-house meetings and special events, and other in-person meetings.


JOB TITLE: Meetings and Events Associate

REPORTS TO: Manager of Meetings and Events



  • Support the planning, coordination, and arrangements for in-person meetings and events, including coordination of pre- and post-event tasks
  • Lead coordination of smaller meetings and events, including, but not limited to, site selection and room block management, catering, audio-visual/other technology, printing and supplies, and researching and securing contracts from relevant vendors.
  • Process vendor deposits and invoices and assist with budgeting and reconciliation
  • Occasionally travel to and assist with onsite activities at in-person meetings, including registration and breakout room staffing.
  • Provide customer service for event registration and execution of back-end registration through the association’s customer relationship management (CRM) system (currently iMIS).

Distance Learning Events

  • Serve as lead webinar event producer:
    • manage association webinar schedule; coordinate internal content managers, speakers, and support staff during webinar planning phase;
    • conduct technology orientation calls with speakers and moderators;
    • serve as technical producer during webinars, including managing chat functions, troubleshooting technical problems, and providing real-time customer service during the event.
  • Develop and maintain working knowledge of the website back end, WebEx, and related software and technology.
  • Maintain all pre- and post-webinar processes to ensure attendance and other data is captured accurately.

The above statements reflect the general duties and responsibilities necessary to describe the principal functions of the job, as identified, and shall not be considered an exhaustive list of job responsibilities which may be inherent in the position. Responsibilities are subject to change.



  • College degree required
  • 2-3 years’ relevant meeting planning experience; prior experience with a trade association or nonprofit organization a plus
  • Experience working within WebEx environment or similar distance learning platforms
  • Excellent written, editing, and oral communication skills
  • Relevant experience with association database management software (iMIS experience a plus)


  • Strong project and time management skills
  • Ability to work independently, meet deadlines, and assist with the successful execution of complex events involving multiple staff, vendors, and volunteers
  • Superior and demonstrated commitment to high-quality customer service
  • High level of attention to detail
  • Analytical and problem-solving skills, including ability to develop and execute contingency plans
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diversified office, including member volunteers in leadership roles
  • Strong ability to work well under pressure
  • Ability to travel and work flexible hours, including weekends; position requires travel (estimated 10 percent)
LOCATION America's Essential Hospitals  
EOE STATEMENT We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.