Summary: Under general supervision, the Meetings and Event Specialist provides high-level administrative and logistical support for ASTHO meetings and events. This position works collaboratively with internal teams and external partners and vendors to ensure meeting needs and objectives are met in a timely manner and executed with optimal event experience for all participants and stakeholders.
Create and update event registration, including initial set up, pre and post event reports.
Provide maintenance and analysis of meetings data and master schedule.
Assist with initiation form process, lead intake meetings, and create follow-up communication.
Monitor registration mailbox by responding to inquiries, and updating related applications.
Consult with project teams (or external clients) to understand and determine their meeting needs.
Provide virtual meeting and logistical support: monitoring chat rooms, breakouts, and user support.
Schedule, organize, and participate in meetings, calls, webinars, and other gatherings. Take accurate meeting notes and prepare summaries as appropriate.
Serve as main logistical support for meetings hosted on site at organizational headquarters, including catering and audio/visual orders, room reservations, and other specially requested items.
Reconcile team expenses in timely fashion.
Prepare, edit, and distribute documents and professional correspondences.
Provide informational and budget report comparisons for analysis, as needed.
Actively participate in team, department, unit, and all staff meetings.
Bachelor???s degree in a related field required.
3+ years of meeting planning experience required.
Excellent written and oral communication skills are essential, as well as multitasking and troubleshooting.
Candidate must possess a strong knowledge of excel and have experience working with databases.
Strong organizational and time management skills necessary.
Experience supporting virtual events is required.
Ability to work independently and as part of a team is required.
About Us: ASTHO is the national nonprofit organization representing the public health agencies of the United States, the U.S. territories and Freely Associated States, and the District of Columbia, as well as the more than 100,000 public health professionals these agencies employ. ASTHO members, the chief health officials of these jurisdictions, are dedicated to formulating and influencing sound public health policy and to ensuring excellence in public health practice. ASTHO is headquartered in Arlington, Virginia with a regional office in Atlanta, GA. ASTHO was incorporated on March 23, 1942 with the goal of helping health officials navigate a rapidly changing public health landscape and remains a strong voice in governmental public health.
Our Commitment to Diversity, Equity, and Inclusion:ASTHO is an all-encompassing diverse and inclusive organization that respects and celebrates every person???s strengths, assets, and values, eliminating inequities and biases in all facets of activities and operations. ASTHO is committed to leading organizational change efforts that support racial healing, racial justice, and transformation within state and territorial public health agencies.
Mandatory Vaccination Policy: As a Public Health organization, ASTHO accepts the responsibility to follow CDC guidelines and advisories relating to the health of all. ASTHO has adopted a mandatory vaccination policy applicable to all ASTHO employees to safeguard the health of our employees from the hazard of COVID-19.