Education and Events Specialist in Arlington, Virginia at Association for Professionals in Infection Control and Epidemiology

EDUCATION & EVENTS SPECIALIST

Please note: This is a fully remote opportunity

The Education & Events Specialist I performs assigned operational and coordination tasks in support of APIC’s live education programs, including in-person, virtual, and hybrid events.

This role supports the planning and execution of educational events by coordinating logistics, materials, and stakeholder communication. The Specialist collaborates with internal teams, faculty, speakers, and vendors to ensure events are delivered on schedule and in accordance with established plans.

This role has regular interaction with faculty and speakers and contributes directly to the quality and success of APIC’s educational offerings.

Education/Experience:

• Associate’s degree or equivalent years of experience required. Bachelor's preferred.
• 1-3 years of administrative experience, preferably in an association or non-profit setting.
• Excellent customer service, interpersonal, verbal, and oral communication skills; must be a team player and can manage a variety of work styles and personalities.
• Previous experience with planning and executing meetings and events is a plus.

Knowledge, Skills, and Abilities:

• Basic knowledge and proficiency with Microsoft Office products (Outlook, PowerPoint, Word, Excel, Teams) to produce documents, spreadsheets, presentations, and reports. Knowledge of Fonteva, Elevate, and Smartsheet is a plus, but not required.
• Self-management: Take initiative, monitor progress, and is motivated to achieve; manages own time and can successfully juggle multiple and/or competing priorities in an efficient and effective manner.
• Exceptional organizational skills, with the ability to perform and prioritize multiple demands and projects and meet deadlines with excellent attention to detail.
• Ability to balance heavy workload with short- and long-term project deadlines, address changing priorities, and work well under pressure.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Self-management: Ability to set well-defined and realistic goals; take initiative, monitor progress, and is motivated to achieve; manages own time and can successfully juggle multiple and/or competing priorities in an efficient and effective manner.
• Results-oriented: Ability to prioritize and work at a fast pace and meet critical deadlines.
• Customer service: Work and communicate with clients and customers to satisfy their expectations. Committed to quality service.
• Oral communication: Ability to communicate information in a clear and concise manner with individuals at all levels, including board members, volunteers, association executives, and government agency staff.
• Written communication: Ability to effectively communicate information and ideas in writing.
• Confidentiality: Ability to work with and maintain the confidentiality of data and information.
• Ability to work individually and as part of a team.
• Excellent proofreading and editing skills.

Event & Program Planning and Execution (45%)

• Performs assigned tasks supporting the planning and execution of inperson and hybrid events.
• Maintains event timelines, production schedules, and logistics trackers.
• Coordinates event materials, including presentations, handouts, and onsite resources.
• Assists with venue, vendor, and AV coordination.
• Provides onsite and live support during events, including registration and session coordination.
• Monitors event execution and escalates issues as needed.

Event Operations & Logistics (30%)

• Performs assigned tasks supporting the planning and execution of inperson and hybrid events.
• Maintains event timelines, production schedules, and logistics trackers.
• Coordinates event materials, including presentations, handouts, and onsite resources.
• Assists with venue, vendor, and AV coordination.
• Provides onsite and live support during events, including registration and session coordination.
• Monitors event execution and escalates issues as needed.

Faculty & Speaker Coordination (15%)

• Coordinates speaker logistics, including schedules, materials, and preevent communications.
• Assists with speaker agreements, documentation, and preparation requirements.
• Maintains speaker and session information in event systems.
• Supports postevent evaluations and feedback collection.

Customer & Technical Support (10%)

• Responds to basic learner inquiries related to access and navigation.
• Provides limited troubleshooting support for LMS and webinar platforms.
• Escalates complex issues to appropriate team members.

Financial & Administrative Coordination (5%)

• Collaborates internally to support contracts, invoices, travel expenses, and honoraria.
• •Prepares and submits required documentation following established processes.
• Tracks status of submissions; does not approve financial transactions.

General Division Support

• Assist with updates to APIC’s website.
• Ensure learning activity information is accurate and up to date across platforms and aligned with accreditation requirements.
• Support reporting and tracking for learning activities.
• Performs additional tasks to support the team and organizational needs.
  
  

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