Senior Specialist, AONL Conferences & Events

American Hospital Association•Chicago, IL

75d•$78,000 - $116,000•Hybrid

About The Position

The American Hospital Association (AHA) is a national organization that represents and serves all types of hospitals, health care networks, and their patients and communities. The AHA has two main offices, located in Washington, D.C. and Chicago. We are currently seeking a Senior Specialist, AONL Conferences & Events for our Chicago office. This position is a hybrid role (three days in the office, two days working remote). The Senior Specialist, AONL Conferences & Events is responsible for key aspects of planning and execution for American Organization for Nursing Leadership (AONL) conferences, events, webinars, podcasts, and other programs as required. Manage critical processes such as program registration, speaker and abstract coordination, technical production and fulfillment of sponsorship deliverables.

Responsibilities

Abstract Management and Speaker Coordination (Annual, PG, Advocacy): Manage call for abstracts process, including the development of submission guidelines, timeline, and communications in collaboration with internal stakeholders. Serve as the primary administrator for the abstract management platform, overseeing submission setup, reviewer assignments, scoring workflows, and notification templates. Manage all aspects of speaker communications, including acceptance notifications and ongoing outreach to collect required materials (bios, headshots, slides, etc.). Act as the main point of contact for breakout and poster presenters, providing guidance and support throughout the planning process to ensure deadlines and presentation requirements are met. Collaborate with the conference and education teams to support program development, speaker logistics, and onsite/virtual delivery needs.
Conference Operations and Support (Annual, PG, Advocacy): Organize and manage content materials for preconference sessions, including layout, formatting, and production of printed or digital workbooks and resources. Oversee logistics for preconference shipments, maintaining the Collateral Tracker and coordinating with vendors and venues to ensure timely delivery and accurate inventory. Collaborate with education team members to produce essential attendee materials such as contact hour certificates, name badges, sign-in sheets, and other event documentation. Support the registration process by assisting in the reconciliation of payments, collection of outstanding balances, and resolution of participant inquiries. Manage the planning and production of speaker orientation webinars, including scheduling, technical setup, content preparation, and hosting to ensure presenters are well-prepared for their sessions.
Execution and Fulfillment of Sponsored Webinars: Serve as the primary point of contact for all sponsored webinars, partnering with the sales team and external sponsors. Build and manage all technical and logistical components of sponsored webinars, including registration pages and Zoom links. Introduce sponsors during the live webinar and ensure all sponsorship deliverables are fulfilled post-event. Provide excellent client service to ensure a professional and seamless experience for all sponsor partners.
Collaborative Oversight of Podcast Planning and Production: Collaborate with the Senior Director to identify relevant and timely podcast content. Coordinate the annual podcast schedule, working with the production vendor and managing the podcast portal. Ensure all recordings are scheduled, submitted, and reviewed for quality and content. Develop and maintain a podcast rollout and promotion calendar aligned with broader education and communications plans.