Senior Events Coordinator (hybrid)

As the Senior Events Coordinator at the Association for the Advancement of Medical Instrumentation (AAMI), you will manage a $1million+ book of business that is expected to double in the next 3 to 5 years. You will be working with an established clientele comprised of some of the world’s leading healthcare companies. Our community includes medical device manufacturers, regulators, clinicians, healthcare technology management (HTM) professionals, healthcare sterilization professionals, many of the world’s largest technology firms, healthcare delivery organizations, and independent healthcare service organizations. AAMI eXchange is the largest and most renowned HTM exhibition in the world with 200 exhibitors and 2,800 attendees.

You will coordinate with our marketing and membership teams, build and maintain future and existing relationships with sponsors and exhibitors, and own relationships from first outreach to delivery. You will help identify how AAMI can best serve their needs with advertising and sponsorship packages. Our events, meetings, and forums are a critical component of AAMI’s ability to support our mission. AAMI is not an advocacy organization but a trusted neutral convener – and the primary source of consensus standards for the medical device industry, as well as practical information, support, and guidance for healthcare technology professionals. When standards or needed tools don’t exist, we find ways to develop them. We improve patient safety by bringing together key stakeholders in a consensus-based process.

AAMI is the leading developer of medical device standards and the work we do drives medical device safety and improves patient outcomes. We bring together stakeholders from across the medical device ecosystem. You will travel domestically to support events and conferences, about 20-30 days a year, including a week at the AAMI eXchange supporting exhibitors and completing onsite sales for the following year. (Historically, about 85 percent of our exhibitors renew for the coming year onsite at the AAMI eXchange.)

Responsibilities

This role is responsible for sponsor and exhibitor relationships at every stage of the sales and service lifecycle, from initial sales conversations to contracting to customer support. Duties will include:

Sales and customer service

• Reaching out to existing clients (both exhibitors and sponsors) with exhibition and sponsorship opportunities.
• Following up on incoming inquiries and leads to recruit new exhibitors and sponsors.
• Maintaining an accurate and up-to-date sales report covering all sales activities.
• Establishing and communicating expo rules and regulations to exhibitors.
• Managing our year-to-year exhibitor priority points system.

Planning

• Working with a decorator to lay out the exhibitor floor for AAMI events.
• Collaborating with the internal AAMI team to develop sponsorship opportunities.
• Partnering with marketing to develop Sponsor and Exhibitor Prospectus.
• Collaborating with program staff liaison on logistics for any educational initiatives on the exhibit hall show floor.

Logistics

• Working with a decorator to develop, update, and distribute the Exhibitor Service Kit, Exhibitor Directory, Exhibitor Prospectus, Exhibitor Bulletins, and other assigned communications.
• Communicating with exhibitors regarding logistics, hotel accommodations, exhibitor kits, etc.
• Collecting required information from exhibitors and sponsors for all events and inputting the data into the internal database (certificates of insurance, company descriptions, etc.).
• Developing and managing the sponsor/exhibit webpage for conferences and events.
• Preparing progress reports and budget reports on a regular basis (weekly).

Qualifications

• Bachelor’s degree. CEM is a plus.
• Minimum of 5 years of experience working in a professional services environment. Experience with events, customer service, or sales is strongly preferred.
• Experience in health technology or similar would be helpful but is not required.
• For those with sales experience, demonstrable history of meeting or exceeding quotas with strong negotiation skills.

Attributes

• Project manager. You juggle multiple tasks, allocate and optimize resources, and manage timelines. You enjoy creating and implementing processes and procedures that uphold rigorous standards. You manage a task from start to finish.
• Service-driven. You understand the mission, needs, and direction of the organization.
• Supreme relationship builder. You develop strong and trusting relationships internally and externally. You listen to and respect the views of others.
• Great communicator.  You understand the importance of tone and how to communicate clearly, whether it’s over email, the phone, or face-to-face.  Your writing, oral, and presentation skills are excellent.
• Results-oriented and self-motivated. You have a hunger and passion to succeed, driven by a need to deliver exceptional results. 

What’s Attractive to the Right Candidate?

• Our employees enjoy a hybrid schedule that balances flexibility with support and face-to-face collaboration, working from our office in Arlington, Virginia 2 days per week.
• You will have the opportunity to take something successful and cultivate new relationships to expand our sponsorship and exhibitor portfolios.

• AAMI was founded in 1967 and has a very solid reputation throughout the national and international healthcare and health-related technology community.

• We offer an excellent total compensation package including medical, vision, dental, and life insurance; long-term and short-term disability; 401(k); education reimbursement; 10 paid holidays and 10 sick days; 2 weeks vacation the first year; flexible hybrid schedule; and more.

To Apply

Use the "Apply" button on this page or simply email your resume to Aileen Hedden at resumes@staffingadvisors.com with “AAMI – Senior Events Coordinator #2022-2700 ASAE” as the subject of the email.

We encourage you to apply even if your experience is not a 100% match with the position description; we will consider people from a variety of backgrounds and career experiences.

Job responsibilities are similar to the following position:project coordinator, exhibits coordinator, sponsorship coordinator, events coordinator.

Please note: our practice is to not disclose the salary ranges our clients would consider. Any salary information included in this posting was estimated without our input.

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