Reporting to the Senior Director, Education & Professional Development, the Meeting & Faculty Planner is responsible for coordinating and managing logistics for NHPCO in-person conferences, board meetings, and committee meetings.  The incumbent also serves as primary resource for NHPCO educational program faculty, conference planning committees, and other stakeholders.

Essential Duties and Responsibilities include the following.  Other duties may be assigned.

Event/Meeting Management

      • Assists with the Request for Proposals (RFP) process.
      • Participates in site visits and the site selection process.
      • Manages and monitors the central housing process, including securing reservations, room block reporting and reconciliation, and related tasks.
      • Performs all tasks associated with event logistics, including agendas, co-located meetings/events, room assignments, food and beverage, room sets, audio visual needs, off-site meeting/dinners, etc.
      • Manages meeting/conference communication, providing timely and accurate reporting of meeting outlines, agendas and project updates to internal and external stakeholders.
      • Monitors registration numbers and adjusts logistical needs as needed.
      • Submits and reviews banquet event orders (BEOs) for accuracy and ensures catering requirements are implemented and within budget.
      • Manages vendor relationships (hiring, contracting, and executing), including audio visual services, entertainment, security, insurance, emergency services, transportation, photography/photography schedule, freight, hotel, exhibit companies, ground transportation companies, restaurants, etc.
      • Works with graphic designers, marketing team and printing partners to assist in the development of conference materials and signage.
      • Collaborates with leadership on scheduling, training, and supervising on-site meeting/conference staff.
      • Leads staff conference orientation and training.
      • Manages the conference shipment to and from the venue.
      • Schedules and attends on-site pre-conference hotel meetings, as needed.
      • Serves as primary on-site logistics point of contact for hotel, vendors, staff, including food and beverage, room sets, audio visual needs, off-site meeting/dinners, signage, pack-in/pack-out, etc.
      • Coordinates with the Accounting team to detail and finalize all final invoices from the hotels and various vendors.

Faculty Coordination and Management

      • Manages the call for proposals abstract processes; coordinates, writes and posts web information; tests the online abstract management system; and responds to questions.
      • Provides information to Conference Planning Committee including email notifications, proposal links, reviewer reports, and system training.
      • Maintains/manages conference programs within the abstract management system for the website and mobile app.
      • Serves as primary resource and liaison to faculty prior to, onsite, and following all conferences to ensure that all required information is received and shared.
      • Prepares, revises and reviews educational information for the conference website, faculty website, faculty training, and conference mobile app.
      • Ensures that all handouts/PowerPoint slides for preconference seminars, plenary and concurrent sessions are received, reviewed, printed (as appropriate), distributed, and uploaded to the website or mobile app (as appropriate).
      • Serves as primary on-site faculty point of contact and handles faculty needs onsite as they arise.

Competencies To perform the job successfully, an individual should demonstrate the following competencies:

      • Extensive knowledge of conference planning and special events planning;
      • Ability to collaborate and communicate across the organization to execute successful events;
      • Ability to establish and maintain excellent customer service relationships with other conference managers, meeting planners, travel industry representatives, vendors, coworkers, volunteers (board and committees), meeting participants and faculty/presenters;
      • Detail-oriented with a demonstrated ability to work on several projects simultaneously;
      • Excellent communication skills (verbal and written composition);
      • Ability to work as part of team;
      • Ability to meet deadlines;
      • Ability to work independently and take initiative; and
      • Ability to exhibit initiative, imagination, and creative problem solving in coping with a variety of situations.

Bachelor’s degree required, along with at least five years of related experience.  CMP credential preferred, as is experience with non-profits or associations.  Computer skill requirements include a working knowledge of the Microsoft Office suite, Adobe Acrobat, internet-based membership database systems (NetFORUM preferred), and experience with abstract management software. Other requirements include the ability to travel by air and for extended periods.

Competitive salary, excellent benefits, conveniently located at King St. Metro in Alexandria, Virginia. To apply, send cover letter, resume, and salary requirements to jobs@nhpco.org.  Please reference “Meeting & Faculty Planner” in the subject line.  Principals only / no phone calls please. Only candidates selected for interview will be notified.

NHPCO is an Equal Opportunity Employer

The National Hospice and Palliative Care Organization is the largest nonprofit membership organization representing hospice and palliative care programs and professionals in the United States.  Our mission is to lead and mobilize social change for improved care at the end of life, and we envision a world where individuals and families facing serious illness, death, and grief will experience the best that humankind can offer.