Convention & Events Specialist

Thank you for your interest in careers at AAFP!

The American Academy of Family Physicians and its chapters proudly represent more than 124,500 family physician, resident, and medical student members. Family physicians play a critical role in improving the health of patients, families, and communities across the United States. 

The AAFP is committed to helping family physicians improve the health of Americans by advancing the specialty of family medicine, saving members time, and maximizing the value of membership. Our focus every day is to help family physicians spend more time doing what they do best: providing quality and cost-effective patient care. The AAFP delivers value to its members through each of its strategic priorities.

Summary

HOURS: Monday-Friday (hybrid schedule)
Additional hours as needed
TRAVEL: Possible 15-20 days travel per year

Job Description

When you join the American Academy of Family Physicians (AAFP), you are at the center of transforming health care. You are on the leading edge of ensuring family doctors have what they need to adapt, and you are part of a legacy that has been instrumental in improving and advocating for family medicine since 1947. Make an impact that matters. Be Team AAFP.       

SUMMARY OF RESPONSIBILITIES:

The AAFP Convention & Events team is responsible for planning and executing approximately 60 meetings and events annually, ranging from small working meetings, to large-scale educational conferences and conventions with up to 10,000 participants.

The 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.

REQUIRED QUALIFICATIONS

• 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.

PREFERRED QUALIFICATIONS

• 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.

#LI-Hybrid

#LI-DNI

At the AAFP 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/expression, pregnancy, marital status, religion, physical or mental disability, military/veteran status, or any other protected status.

EEO Employer/Vets/Disabled

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We thank all respondents for their interest in AAFP.

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