The American Association of Port Authorities, a Northern Virginia-based trade association representing seaports throughout the Western Hemisphere, is seeking a Conferences and Events Manager. This person will be an integral part of the Member Engagement Department and will play a key role in customer service and delivering high quality in-person experiences for AAPA’s member port authorities, industry solution providers, maritime community partners and academic partners. The Conferences and Events Manager will be responsible for the overall logistics of most AAPA annual events, including:
six to eight 75-150 person conferences at various locations around the United States and sometimes Canada;
one smaller executive-level conference;
various Executive Committee, Legislative Policy Committee and technical committee meetings throughout the year;
AAPA staff events; and
other events such as influencer roundtables and media and Congressional tours.
This position will also play a key role in supporting AAPA’s contracted event planning company, Global Event Team, for the AAPA Annual Convention & Expo, an annual gathering of approximately 600 port industry executives, solution providers, exhibitors, guests and media. Travel is essential for this position.
Additionally, AAPA has plans to relocate its offices within the coming year, with a goal of providing more member services and support for public port authorities during their independent visits to Washington, DC. The Conferences and Events Manager will play a key role in helping to coordinate logistics and serve as a “Capitol Concierge” for AAPA members when they are in town.
AAPA has a fast-paced, change-embracing culture. The ideal candidate for this position will be energetic, nimble, accommodating, accurate, efficient and customer service-oriented. This position requires sound judgment, the ability to work independently, strong problem-solving skills and flexibility to adjust work processes and timelines as circumstances dictate.
Job responsibilities include:
Negotiate individual hotel contracts for conferences in various cities around the United States and Canada
Serve as the primary and ongoing point of contact for contracted hotels before, during and after conferences
Coordinate room setup, A/V and food/beverage needs for AAPA conferences with contracted hotels, working with Vice President of Member Engagement to ensure that costs stay within budgeted amounts
Review invoices from conference hotels to ensure accuracy of charges and reflection of negotiated terms in contracts
Partner with various AAPA staff responsible for the content of conferences to ensure a seamless, high-quality experiences for attendees, speakers and sponsors
Work with AAPA Database Manager, Manager of Communications & Publications and Director of Membership Services to ensure timeliness and accuracy of all printed and branded materials needed for conferences, including name badges, signs and banners (including sponsor recognition materials), event rosters, agendas, speaker table tents and speaker bios
Ensure safe and reliable shipping of all necessary materials for conferences, including laptops, projectors, printers, office supplies and printed and collateral materials
Travel to conferences and serve as the primary event registrar, delivering a high-quality customer service experience for AAPA conference attendees
Assist conference attendees with advance registrations for events, including serving as a backup “help desk” to AAPA’s Database Manager for members using AAPA’s website/database (iMIS) to register online
Manage speaker confirmation, registration and communication, including ensuring that speakers are informed about logistics, use AAPA PowerPoint templates for events and provide presentations and bios in advance of conferences
Coordinate panel/session communication in advance of events to ensure speakers/presenters understand their role and are able to deliver high-quality content for conference attendees
Serve as primary AAPA staff contact on day-to-day support of AAPA Annual Convention planning and execution, supporting staff from Global Event Team on a regular basis
Work with AAPA technical committee liaisons on logistics related to committee meetings, often held at non-hotel locations such as port offices
Work with AAPA External Affairs Department on logistics related to media tours and influencer roundtables
Manage logistics for AAPA staff events such as staff retreats, holiday parties and retirement luncheons
In the future, serve as point of contact for AAPA member port authorities during their visits to Washington. This may involve arranging car service, dining reservations, luggage storage or other in-town needs as agreed upon
5-8 years of progressive experience in planning and executing conferences and events
Proven track record of managing conference and event expenses to stay within budgets
Familiarity with association management system event modules and online registration – iMIS knowledge an advantage
Experience with event apps – Eventsential knowledge an advantage
Proficiency with Microsoft Office suite
Ability to travel 6-10 times per year, valid passport required
This position is full time with a competitive salary and benefits.
About AMERICAN ASSOCIATION OF PORT AUTHORITIES
Founded in 1912 and recognized as the unified voice of seaports in the Americas, AAPA today represents 140 of the leading seaport authorities in the United States, Canada, Latin America and the Caribbean and more than 250 sustaining and associate members, firms and individuals with an interest in seaports. According to IHS Markit’s World Trade Service, combined international sea trade moving through Western Hemisphere ports in 2016 totaled 3.49 billion metric tons in volume and US$3.01 trillion in value. Of that total, ports in Central and South America handled 1.71 billion metric tons of cargo valued at US$941 billion, while North American ports handled 1.79 billion metric tons of goods, valued at US$2.07 trillion. To meet the growing demand for trade, the AAPA and its members are committed to keeping seaports navigable, secure and sustainable. For more information, visit www.aapa-ports.org.