Director Event Logistics
Director Event Logistics
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$ 140000 - 150000
1 Vacancy
Job Description
The National Association of Community Health Centers (NACHC) is the national membership organization for the nations federally qualified health centers (also known as FQHCs or Community Health Centers). Health centers are nonprofit communitydirected health clinics that provide access to highquality culturally competent and comprehensive care to people living in medically underserved areas. NACHC strengthens the health center movement through advocacy training and technical assistance clinical and operations support. NACHC is committed to an equitable diverse and inclusive workplace.
Job Purpose and Basic Function
The director is responsible for the of logistics for NACHCs events including annual conferences flyins BOD meetings national trainings webinars private dinners and partner events. This position manages the workflow of a matrixed team servicing multiple functional areas across NACHC which requires strong project management skills to ensure all stakeholder needs are met. A successful director will utilize a look listen learn and lead approach to managing a team of three FTEs. The director partners with the director program development and director event sponsorships to lead NACHCs events under the AVP Events within the Communications and Engagements functional area.
Description of Primary Responsibilities and Duties
1 Introduce and implement new ideas and industry best practices to elevate event impact.
a) In coordination with AVP continually revise and standardize procedures for event logistics across all programming managed by Event Logistics Team.
b) Manage event workflows from inception to completion ensuring milestones and deadlines are met.
c) Improve and implement processes for producing highquality fiscally responsible conferences and events.
d) In collaboration with AVP ensure compliance with industry regulations safety guidelines and association policies.
2 Lead vendor procurement process including selection negotiation and drafting of contracts.
a) Use bestinclass negotiation skills to achieve results for NACHC and NACHC attendees with assigned service agreements.
b) Review service contracts to ensure accuracy and obligations are met.
c) Review and assess contracted POEs to ensure space needs are achieved before venues are contracted.
3 Direct registration processes for conferences and events
a) Responsible for planning implementing and overseeing all registration processes for programs events and special engagements.
b) Ensures a seamless efficient and userfriendly experience for all participants and stakeholders.
c) Manage the registration team develop policies and systems to maintain data integrity and collaborate crossfunctionally with departments to include finance IT and marketing.
d) Engage with external partners evaluate registration technologies and provide insights to improve participant engagement and operational efficiency.
4 Direct and manage onsite logistics for inperson events.
a) Manage and maintain event specifications production timelines and staffing plans to ensure all milestones and deadlines are met.
b) Manage hotel staff and event partners critical to producing inperson meetings.
c) Act as a significant line of defense for issues between event stakeholders.
d) Project manages deliverables and timelines to successfully execute conference general sessions with key internal and external stakeholders.
5 Oversee the housing process and procedures for staff and VIPs.
a) Direct staff responsible for securing and confirming VIP Executive Committee and staff travel arrangements for assigned conferences and special events.
b) Ensure VIP billing arrangements are accurate and reflect NACHC policy.
c) Oversee special VIP arrangements to include ground transportation amenities and other special activities.
6 Collaborate with Marketing to ensure event KPIs are met
a) Work with the Director of Marketing to ensure service providers follow branding guidelines.
b) Work in collaboration with Marketing to ensure key deadlines (e.g. housing registration) are promoted and achieve desire outcomes.
7 In collaboration with AVP serve as a member of the events leadership team.
a) Contribute to the annual proposal budget and implementation plan for conference programs and services.
b) Ensure event logistics team is working within budget and adjusts expenditures according to revenues.
c) Conduct cost analysis and forecasting identifying opportunities for cost savings while maintaining quality standards.
d) Benchmark NACHC events against similar trade or member associations.
e) Identify trends opportunities and possible strategies to improve attendee experience.
8 Manage the Event Logistics Team.
a) Set goals objectives and work plans for the work conducted by the team.
b) Oversee lead and mentor the members of the team.
c) Ensure staff members perform duties as described in job descriptions.
d) Conduct oneonones with direct reports.
e) Supervise coach develop and manage direct reports.
f) Lead team meetings and ensure organizational information is shared.
g) Hold team accountable for commitments.
h) Conduct quarterly performance checkins and annual performance reviews.
Professional/Technical Knowledge Skills & Abilities
1 Bachelors Degree with seven or more years of seniorlevel association event experience
2 Exemplary customer service skills.
3 Demonstrated experience managing team members in a matrixed environment.
4 Exemplary organizational and project management skills.
5 Demonstrated experience coordinating events of all sizes from 20 to 3000.
6 Demonstrated experience in managing an extensive portfolio of events.
7 Ability to set priorities and manage multiple tasks to meet firm deadlines yet remain flexible in a rapidly changing work environment.
8 Strong background in CRM databases and reporting data
9 Advanced proficiency in learning new technologies.
10 Ability to travel up to 20 of the year to NACHC events.
11 Demonstrated commitment to professional development with an interest in mastering new skills.
Licenses & Certifications
Preferred Certified Meeting Professional (CMP) or equivalent experience
Technical Skills
1 Experience with membership databases or customer relationship management systems.
2 Proficiency with Microsoft Office suite products.
3 Experience with hybrid conference platforms (Zoom WebEx etc.
Salary: $140000 $150000
Position eligible for partially remote work with attendance required inperson 1 day a week.
Required Experience:
Director
Employment Type
Full-Time
