Events Specialist

American Academy of Family Physicians

Convention & Events Specialist supporting planning and execution of AAFP meetings and events. Managing registration processes and assisting with travel program coordination for large-scale events.

Posted 7/10/2026full-timeLeawood • Kansas • 🇺🇸 United StatesJuniorMid-LevelWebsite

About the role

Key responsibilities & impact

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.

Requirements

What you’ll need

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.

Benefits

Comp & perks

Possible 15-20 days travel per year

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

Event Registration ProcessesData ManagementRegistration Form ConfigurationPricing StructuresAccess PermissionsQuality ControlProcess ImprovementCustomer Satisfaction

Soft Skills

CollaborationCommunicationTroubleshooting

Certifications

Associate Degree in Hospitality ManagementAssociate Degree in Event ManagementAssociate Degree in Business AdministrationAssociate Degree in Communications