The meetings assistant provides programmatic and administrative support for the meetings manager and organizes the AHA’s virtual events. This work includes various tasks essential to the planning and project management of AHA’s virtual events and the AHA’s annual meeting, the largest annual gathering of historians in the world. Additional responsibilities include arranging logistics for meetings of the program committee and other administrative duties. The meetings assistant reports to the meetings manager.

PRIMARY RESPONSIBILITIES/ESSENTIAL FUNCTIONS

Annual Meeting

• Assist with planning for the AHA annual meeting, including communicating with participants and the AHA’s affiliated societies, room scheduling and details, drafting catering orders, producing signs and flyers, billing, and customer service
• Assist with program production, including data entry, resolving schedule conflicts, preparing copy, and editing drafts
• Coordinate the audio-visual, internet, and electrical orders
• Assist with meeting registration
• Maintain the schedule and agenda for Annual Meeting Working Groups
• Provide administrative support for the program committee
• Coordinate tours, arrange payments to venues, keep leaders and venues informed about ticket sales, prepare instructions for hourly workers, and troubleshoot  onsite
• Assist in data entry and proofing for the annual meeting webpages and app, including the development of resource guides and session tracks
• Staff the AHA Headquarters space at annual meeting
• Coordinate temporary workers, including responding to queries, training workers, and approving timesheets
• Chair the Annual Meeting Undergraduate Working Group to develop strategies for increasing undergraduate attendance at the annual meeting. Implement group ideas, including all undergraduate activities at the annual meeting

Virtual Meetings and Events

• Organize the AHA’s virtual events, including scheduling webinars, developing policies and procedures, communicating with speakers, coordinating workflows, and producing webinars.
• Work with the executive director, director of academic and professional affairs, director of research and publications, communications and marketing manager, and meetings manager on webinars relating to AHA projects and priorities.
• Serve as one of three AHA representatives on a project exploring the future of online events

Administrative Duties

• Serve as the back-up customer service contact for callers, visitors, and email inquiries, including responding to general email and telephone calls and developing and maintaining form letter correspondence
• Coordinate logistical arrangements for AHA council and committee meetings, including hotel rooms and meeting space
• Contribute content to various AHA publications as requested
• Other duties as assigned

REQUIRED QUALIFICATIONS/KEY ATTRIBUTES

• Bachelor’s Degree in history or comparable field and a continuing interest in history and the work of historians
• Advanced user of Microsoft Office and Google Suite.
• Comfortable learning new digital tools such as conference and membership databases; survey tools; email marketing systems; budgeting and invoice tools, and remote work platforms
• Familiarity with content management systems
• Strong writing, customer service, and communication skills
• Strong project and time management skills, including meeting deadlines
• Attentive to detail
• Ability to multitask and prioritize assignments
• Ability to work both collaboratively and independently
• Ability to take initiative and anticipate the needs of colleagues or the organization prior to being asked and identify multiple solutions
• Adept at handling confidential and/or sensitive information
• Maintain a positive, professional, collegial, and solution-oriented attitude
• Must have legal right to work in the United States

LOCATION, SCHEDULE, AND TRAVEL: Washington, DC, AHA Headquarters Office.  Full-time, Monday through Friday and occasional weekends. Required travel once a year to the AHA annual meeting.

Note: The AHA Headquarters Office is closed during the pandemic, and staff are currently working remotely. AHA intends to reopen the office in March 2022.  Employees will be expected to show proof of COVID-19 vaccination.

FLSA STATUS: Non?Exempt (35-hour work week)

SALARY/BENEFITS: Salary range $39K+; negotiable based on qualifications. Benefits package includes competitive medical and life insurance and a qualified retirement plan.

DATE POSTED: December 10, 2021. Review of applications will begin January 15, 2022, and will continue until position is filled.

APPLICATION: Upload an Application Packet as a single PDF.  Include a cover letter, CV or resume, a brief writing sample of no more than 2 pages, and a list of three references with contact information.

To apply, log into your MY AHA account at historians.org/myaha; click “Available Application Forms” in the AHA Awards, Grants, and Jobs section; and select the "Meetings and Virtual Events Assistant" link. If you don't have an account, create one for free at historians.org/createaccount.

Questions regarding the AHA or the search should be sent to the meetings manager, Debbie Ann Doyle, at ddoyle@historians.org.

*AHA is an equal opportunity employer.