Medical insurance, dental insurance, vision with some integrative health coverage (state dependent) for you and your family
401(k) (No matching at this time)
Flexible PTO plan
Virtual position with a possibility of flex hours
Team encourages self-care and wellness
Healthy, vibrant and supportive work environment and co-workers committed to positive, collaborative teamwork
Holiday pay and 2 weeks vacations to start
Free AIHM Membership including free access to the Mindfulness app and other perks
Other employment benefits pursuant to AIHM’s policies
Do you have a passion for lifelong learning and an interest in integrative health & medicine educational programming? Do you want to join a mission-driven organization that makes a difference in the global healthcare landscape?
We are looking for someone who is a highly tech savvy, self-motivated individual with experience in the professional meetings and elearning space with specific expertise in coordinating hybrid CME events and project management. In addition, association experience with knowledge of volunteers, membership, and integrative health is also preferred. The Events Manager coordinates all aspects of all AIHM events including the main lead for the AIHM People Planet Purpose annual meeting. Applicants should have mastered the art and science of registration, housing, event technology, speaker coordination, event finances and staff management for live, online, and hybrid events. Serves as the main point of contact for all Annual Meeting speakers and general inquiries from registrants, attendees and exhibitors. Performs special projects as assigned. The ideal candidate should have a love for both events and the integrative health and/or wellness industry. In addition, a great personality and desire to work with a fun and dynamic team is a must.
The Academy of Integrative Health & Medicine (AIHM) is an interprofessional community of healthcare providers, researchers and academics united by the shared value of treating the whole person – mind, body, spirit, community, and planet. We are an organization that unifies the diverse voices of traditional, complementary, and integrative health (TCIH). Individuals and organizations that join AIHM are committed to the highest level of scientific rigor in TCIH globally. Together we are creating a healthy world for humanity and the planet.
AIHM is recruiting an Events Manager to manage and execute all aspects of the AIHM’s annual hybrid annual conferenceAIHM Annual People, Planet, Purpose, the AIHMHeal the Healer Retreats as well AIHM’s weekly education Wellness Webinar series, as well as, support Fellowship retreats.
Key Responsibilities for AIHM Events:
Oversee all aspects of program accreditation ensuring compliance with Accreditation Council for Continuing Medical Education (ACCME) regulatory guidelines in coordination with third party CME provider.
Obtain additional CE credits, as necessary, while ensuring all accreditation documentation is correctly submitted to the accrediting/regulatory bodies including National Certification Commission for Acupuncture and Oriental Medicine (NCCAOM®), AHNA Holistic Nursing CNEs and others.
Proactive in assessing procedures, processes and technology to review quality, efficiency and cost savings.
Develops and refines best practices as necessary.
Lead and organize the conference planning meetings and ensure effective communication and coordination across the team and external stakeholders.
Establish and oversee the timelines, schedules and all planning and logistics related to the conference and assure attainment of milestones and adherence to the overall conference schedule.
This position will be responsible for all aspects of conference planning process including:
Budget creation, analysis, execution and reconciliation
Develop conference RFP and lead the process of identifying annual conference locations and identify potential venues
Hotel contract negotiation and primary point of contact for all hotel planning needs through event execution
Speaker management including:
Primary point of contact for all speakers
Create, manage and send all speaker invitations and communications
Management of speaker paperwork/materials
Speaker award communications
Post event follow up including speaker honorarium, travel reimbursement payment coordination
Exhibit management including:
Primary point of contact for all exhibitors and sponsorship sales
Collaborate with external graphic designer for the creation of exhibitor prospectus
Manage/Create online exhibit registration in Zoho Registration platform
Manage exhibit logistics (pre-event logistical details, lead retrieval, shipping, set up, exhibit representative registration, virtual booth logistics, etc.)
Call for Proposals and Call for Research Abstract management including:
Primary point of contact for abstract/research submissions
Collaborate with external graphic designer for the creation of marketing flyers
Create online submission forms and application process
Manage and communicate the prejudging review of submissions
Communicate to all applicants and accepted applicants
Manage onsite research poster event & awards
Collaborate with Marketing team on marketing collateral, materials and digital marketing strategy for the conference
Menu creation with hotel Chef to accommodate complex dietary needs
Create detailed meeting specifications and ensure banquet event orders are complete and accurate
Oversee the negotiation of large procurements related to the conference, establish strong working relationships with vendors and manage contracts. Serve as the main point of contact for all vendor management to ensure timely deliverables, critical communication and post-event follow up
Manage the coordination with external AV team
Build conference registration in Zoho registration platform; manage the conference registration process and all communications with registrants and attendees. This includes emails, phone calls and responding to inquiries made on the AIHM website
Monitor attendance weekly and report out attendance updates to relevant parties
Provide the highest-level customer service during all phases of attendee interaction, including any conflicts or special situations that arise with attendees.
Faculty/Staff rooming list management
Transportation and travel management
Collaborate with the Associate Director of Online Education for the creation and set up of the virtual platform LearnWorlds including:
Coordinate with AV team for any live streaming components
Create instructional documents and guides for attendees, speakers, exhibitors, staff and volunteers.
Analyze, document and share post event hybrid/virtual metrics
Coordination of onsite collateral, materials, signage and paperwork
Coordination of the shipping of items to/from conference location (If applicable)
On-site operations lead, registration desk setup, attendee check-in lead and staff/volunteer management
Analyze outcomes and prepare comprehensive event summary and analysis, including suggestions and recommendations for all aspects of future conferences
Key Responsibilities for AIHM’s Educational Webinar Series:
Collaborate with all AIHM functional areas (Membership, Fellowship, Operations, Education and Marketing), in close collaboration with the Executive Director, for input on potential topics and speakers.
Primary point of contact for all webinar speakers and coordination of invitations.
Host the live webinars within Zoom and backup host for weekly series.
Collaborate with Marketing Manager on asset creation and marketing of the webinar series.
AIHM has made a deep and abiding commitment to racial equity. Our institutional commitment is grounded on the firmly held belief that all people are of equal value. This unshakable commitment to racial equity is fundamental to the integrity, strength, and effectiveness of the integrative health movement. The AIHM BIPOC Committee has developed a full set of equity recommendations that guides our team and all of the work of AIHM.
BA with a minimum of 5 years event and conference management experience, preferably in the non-profit events space.
Possess the ability to multi-task with meticulous attention to detail, and superior organizational skills.
Excellent interpersonal, verbal and written communication skills, and ability to communicate with high-level stakeholders.
Strong demonstrated experience in project management and leading a team to achieve project goals and deliverables with constraints of scope, budget and time.
High degree of decision making and problem-solving abilities.
Excellent time/task management skills and the ability to effectively prioritize work.
Excellent customer service skills along with an ability to quickly adapt to unexpected situations and respond accordingly.
Demonstrated success in vendor management.
Prior experience with Zoho event planning software.
Prior experience utilizing Zoom meetings and Zoom webinars.
Willing to travel occasionally and work occasional evenings and weekends to meet the business needs of the organization.
Proficient in Google business applications.
Experience with CME programming and ACCME accreditation criteria and standards is a plus.