Position Purpose & Responsibilities: NHA is hiring an Events Specialist to assist NHA staff in key administrative efforts. The Events Specialist will report to NHA’s Director of Meetings and Events.
In general, this person supports events and sponsorship fulfillment for NHA’s national and regional events and its media platform. Critical to the position is a commitment to customer service, attention to detail, strong organizational skills, and a focus on assistance/support to others on the NHA staff’s events team.
Support NHA’s work on events, conferences, workshops, and meetings (the purpose of these activities/services is to contribute toward achieving NHA’s goals of increasing value/benefits to member organizations and increasing non-dues revenue).
Submit RFPs, review and evaluate proposals, and negotiate contracts with hotels, event venues, restaurants, and other outside vendors.
Manage the coordination and execution of event logistics, including web page management, registration creation and management, food and beverage orders, audio visual orders, room sets, hotel room block management, and transportation management.
Assist in creation of event marketing (e.g., Higher Logic eblasts)
Monitor and track event expenses according to the budget.
Work on data entry / data management in event software (e.g., Cadmium) and in contact database (e.g., association management system).
Prepare and ship event-related materials to venues for events. Collection and printing of meeting materials including the creation of agendas, attendee lists, name badges and signage.
Manage meetings on site to include onsite registration, checking/troubleshooting any food, AV, or room set complications, and offering overall customer service to attendees.
Create post event report and update tracking documents as needed (attendee head count, meeting expenses, etc.)
Other duties as assigned.
Accountable to maintaining contact information of event exhibitors/sponsors and prospects across multiple databases and platforms.
Collect deliverables to fulfill sponsorships.
Assist in the tracking of exhibit and sponsorship inventory and the tracking of deliverables.
Conduct quality control on deliverables (e.g., lists of exhibitors, logos for sponsors, etc.) to ensure accuracy.
Generate and prepare weekly reports, as needed.
Place and track orders from vendors related to exhibit and sponsor fulfillment.
Assist in the process of creating new sponsorship opportunities.
Other duties as assigned.
2 years or more years of relevant experience
Demonstrates attention to detail, high quality standards, quick learner, a strong focus on customer service, highly organized/strong organizational skills, and strong written and verbal communication skills
Proficient in Outlook, WordPress, Excel, data management software (examples: Cadmium, association management software, etc.), creation of graphs and tables
Experience with Adobe Creative and/or Canva is a plus
Team player - willingness to work on teams and with members of the association
Located in the Washington, D.C. area preferred but not required