Convention & Events Specialist

Job Details

Hours:

Monday‑Friday (hybrid schedule). Additional hours as needed. Travel: possible 15‑20 days per year.

The AAFP Convention & Events Specialist supports the planning and execution of AAFP meetings and events by managing registration processes and assisting with travel program coordination. Responsibilities include building, maintaining, and managing registration systems, ensuring data accuracy, and supporting reporting and financial tracking. The role also provides administrative support for the organization’s travel management program, including coordination of airline discount offerings.

The position collaborates with the meetings team and provides onsite support to help ensure a smooth and positive attendee experience. Additional responsibilities may be assigned to support the overall success of AAFP meetings and events. Success in this role requires strong registration expertise, exceptional attention to detail, customer service skills, and the ability to manage multiple priorities in a dynamic event environment.

• Minimum 2 years of experience supporting large scale event, convention, registration, hospitality, association, or conference operations.
• Demonstrated experience managing complex event registration processes, including attendee types, registration paths, pricing structures, access permissions, and data collection requirements while maintaining a high level of accuracy and customer satisfaction.
• Proven ability to coordinate multiple convention and event projects, deadlines, and stakeholders in a fast‑paced event environment.
• Exceptional attention to detail with a demonstrated ability to maintain accurate attendee data, troubleshoot registration issues, and ensure quality control across event‑related systems and processes.
• Strong analytical and problem‑solving skills with the ability to identify issues, recommend solutions, and implement process improvements.

• Experience working with event registration platforms such as Swoogo, Fonteva, Maritz, Cvent, or similar event technology solutions.
• Experience configuring registration forms, attendee journeys, confirmation workflows, reporting, and registration‑related data management within an event management platform.
• Associate degree in Hospitality Management, Event Management, Business Administration, Communications, or a related field; equivalent combination of education and experience will be considered.
• Experience supporting conventions, conferences, trade shows, medical meetings, educational programs, or other large‑scale events ranging from hundreds to thousands of attendees.
• Experience working with travel management companies, corporate travel programs, online booking tools (including Deem), or attendee travel logistics.
• Knowledge of attendee management best practices, customer service standards, and event operations within an association, healthcare, nonprofit, or hospitality environment.

We are committed to diversity and creating an inclusive environment for all employees. We are proud to be an Equal Opportunity Employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, age, ethnic or national origin, gender, sexual orientation, gender identity or expression, pregnancy, marital status, religion, physical or mental disability, military or veteran status, or any other protected status.

EEO Employer/Vets/Disabled.

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