$150,000 - $175,000

The Director, Conferences and Events (C&E) is responsible for setting the strategic vision and direction of the Association of Public Health Laboratories (APHL) Conferences and Events (C&E) department and serving as a leader in the Association to ensure that all programmatic goals and objectives are attained. The Director oversees and provides guidance on all C&E department activities including conference and events management through planning, budget development and management, delivery, post event evaluation, monitoring and evaluation, and other strategic initiatives. The Director works closely with APHL senior staff to align and integrate program and project activities in support of the association's approach and system to deliver cohesive, unified, centralized services and products (One APHL). The Director also collaborates with members of planning committees and program staff, conference and events planners and contractors, and others on signature conferences, programmatic meetings and educational events. The Director coordinates with the APHL executive leadership team and senior management team and reports directly to the Chief Learning Officer (CLO).

Strategic Oversight of APHL Conferences, Meetings and Events

• Set, implement and evolve the strategic vision and mission of the C&E department
• Oversees and provides guidance of the entire life cycle of the C&E activities
• Conduct thorough market research to identify the demand for conference and meeting services
• Develop a detailed business plan outlining the department's goals, target market, services offered, pricing structure, marketing strategies, and financial projections
• Strategically oversee APHL C&E services including facilities, audio-visual setups, food and beverage, signage, and transportation
• Conduct site inspections, select venues, and negotiate contracts, aligning facilities with budget and needs
• Ensure all events comply with relevant regulations, including safety, accessibility, and data protection. Assess building security for conferences and events, in conjunction with APHL’s Global Safety and Security team
• Collaborate with the APHL Director of Marketing and Communications to market/promote APHL conferences and events activities and meeting sponsorship
• Use online and offline marketing channels to promote APHL C&E services, such as social media, email campaigns, Search Engine Optimization and content marketing

 Supervision and Financial Management

• Supervise the C&E team, setting performance goals and objectives, providing guidance, support, and ongoing training to ensure a high-performing department
• Prepare and manage the department budget to achieve revenue and bottom-line targets
• Oversee the financial performance of conferences, meetings, and events, seeking cost-effective solutions and providing regular financial reports and forecasts to senior leadership
• Ensure bill reconciliations are precise for financial tracking and reporting
• Review and negotiate vendor contracts, such as those with hotels and convention centers, ensuring favorable terms for APHL

 Continuous Improvement and Risk Management

• Stay current with event management technology and implement software and tools that enhance the event experience and streamline operations
• Develop and maintain C&E standards as well as event policies for the association, including the improvement, implementation, and maintenance of quality procedures for the department
• Develop a comprehensive set of standard operating procedures (SOPs) to guide the C&E team in organizing events smoothly and consistently
• Serve as a liaison and foster relationships with members, conference and events planners and contractors, and program staff
• Identify potential risks and develop contingency plans to mitigate any disruptions during events. Collect feedback and data to evaluate the success of each event and use information to continuously improve future conferences, meetings and events
• Maintain comprehensive records of conferences, meetings and provide post-event reports
• Write data reports and present at conferences and seminars
• Works closely with the Chief Learning Officer on other duties as assigned

Education/Experience:

• Master's in business administration, Hospitality, or related field, preferred, bachelor's degree required. A graduate degree may be considered in lieu of experience and years of experience may be considered in lieu of education.
• CMP (Certified Meeting Professional) certification, or ability to work toward CMP certification, is desired.
• Ten or more years in leadership, managerial or director position in a non-profit organization
• Minimum of 8 years of experience with a proven record of success in directing or leading a department in a non-profit setting related to the successful implementation of conferences and events
• Demonstrated success in designing inclusive and accessible experiences, preferably within a member-based association or nonprofit organization

Knowledge: 

• Technical and experiential knowledge on a range of conference and event management, planning, delivery methods and program evaluation
• Fluency with computer programs such as Microsoft Office Suite required
• Fluency with Association or Client Relationship Management database to manage clients
• Knowledge of conference and event management processes and software platforms

 Skills:

• Entrepreneurial, data and outcomes driven, strong in planning and execution, comfortable leading programs and interventions with groups, and enjoys developing relationships and connections with multiple stakeholders
• Ability to develop accountability measures to analyze progress, evaluate outcomes, institute continuous quality improvement measures, and sustain success within a changing environment
• Demonstrated ability to work across programs and departments collaboratively and to include partners in decision making to build consensus

 Abilities: 

• Ability to provide exceptional customer service to ensure member and attendee satisfaction
• Excellent written, oral and interpersonal skills, project management, and critical thinking,
• Ability to develop and monitor event budgets to manage conference and meetings
• Ability to create and implement a vision for the department
• Demonstrated ability to lead and collaborate on the design and implementation of projects
• Strong ability to multi-task and prioritize tasks under tight deadlines.
• Ability to coach and lead diverse teams and establish and maintain credibility with a variety of internal staff and external partners
• Ability to learn about the public health laboratory system and its needs

 Special Requirements:

• Flexibility to travel when required for site selection and visits, conference and event execution, and association related meetings. It is currently estimated to be about 15-20% of the time. Events are held within the United States or may occasionally be international in nature. Work includes some evenings and weekends as required
• Some travel by air required
• Some overnight stays required
• Attendance at APHL week(s) is required in person

APHL Week is a Conference/Convention that is held at the APHL Home Office Bethesda, MD. This event is mandatory for all employees to attend. Travel and lodging will be reimbursed by APHL.

Please Note: Reimbursement for travel and lodging may not be possible for employees that are local to the APHL Home Office.

The duties and responsibilities listed in this job description are illustrative ones anticipated for this position. Other duties and responsibilities may be assigned as required. Association of Public Health Laboratories (APHL) reserves the right to amend or change this job description to meet the needs of its programs. This job description and any attachments do not constitute or represent a contract.

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made for known physical or mental limitations to enable individuals with disabilities to perform the essential functions of the role.

The physical demands described here are representative of those that must be met by a colleague to successfully perform the essential functions of this job. Reasonable accommodations will be made for known physical or mental limitations to enable individuals with disabilities to perform the essential functions of the role.
During the job, the colleague may need to sit for extended periods, use a computer keyboard to type, read information visually, and communicate orally through a computer monitor.

APHL is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, national origin, ancestry, citizenship status, sexual orientation, gender identity, marital status, veteran status, disability, age, genetic information or any other characteristic protected by applicable law.