Role OverviewWe are seeking an Associate Director, Event Management to lead the planning and execution of multi-day conferences in the animal care industry. You will own project timelines, drive task execution across cross-functional teams, and ensure every event component is delivered accurately, on schedule, and to the highest standard. This role is for someone who thrives in structured, high-volume environments, takes ownership of outcomes, and uses every tool available - including AI - to stay ahead of complexity and keep projects on track.
What You'll Do- Build, manage, and track detailed project plans across multiple concurrent conferences, ensuring all deliverables are completed on time and dependencies are actively monitored
- Use AI tools to improve project planning efficiency, automate status tracking, and accelerate documentation and reporting workflows
- Coordinate task assignments across cross-functional teams, following through to completion and proactively resolving blockers before they become delays
- Lead planning and execution of multi-day conference logistics including agendas, breakout sessions, run-of-show documents, and execution checklists
- Serve as the day-to-day point of contact for internal teams, clients, and vendors, maintaining clear communication on responsibilities, timelines, and expectations
- Coordinate with venues, AV teams, and vendors to confirm deliverables, track contracts, and ensure all logistical details - travel, materials, staffing - are documented and on track
- Escalate risks, delays, or issues in a timely manner with a clear path to resolution
- Maintain standardized processes and documentation across project management and event platforms to ensure consistency and compliance across all events
- Support on-site event delivery by managing schedules, materials, and team coordination, troubleshooting issues as they arise to ensure a smooth experience for attendees and stakeholders
- Lead post-event reconciliation and reporting, capturing metrics, documenting outcomes, and contributing insights that improve processes for future events
What Sets You Apart- 5 to 8 or more years of project management or event coordination experience, with a strong track record managing detailed timelines and high-volume task execution
- Highly organized and detail-oriented - you thrive in structured environments and nothing falls through the cracks on your watch
- An AI-native mindset. You actively use tools such as ChatGPT, Claude, or project automation platforms to improve how you plan, communicate, and execute
- Effective communicator with the ability to coordinate across multiple internal teams, clients, and external vendors simultaneously
- Comfortable managing several projects at once in a fast-paced environment without losing quality or momentum
- You follow through - stakeholders trust you because your commitments are reliable and your progress is visible
- Experience in conferences, events, or the animal care or veterinary industry strongly preferred
- Familiarity with tools such as Bizzabo, Cvent, or Workfront a plus
AI Capability ExpectationCandidates should be prepared to discuss how they are currently using AI in their work. This includes:
- Specific tools in active use
- Tasks or workflows where AI is regularly applied
- Measurable impact such as time saved, improved accuracy, or increased capacity
- Bonus: examples of AI-driven workflows or systems developed to manage complex, multi-workstream projects
Compensation Range$75,000 to $90,000 per year, depending on qualifications. Eligible for annual company bonus program or commission incentive based on role. Compensation will depend on factors including educational background, skills, and professional experience.
Benefits OverviewWe are proud to offer a comprehensive benefits package, including:
- Hybrid work schedule
- Health insurance through Cigna (medical and dental)
- Vision coverage through VSP
- Pharmacy benefits through OptumRx
- FSA, HSA, Dependent Care FSA, and Limited Purpose FSA options
- 401(k) and Roth 401(k) with company match
- Pet discount program with PetAssure
- Norton LifeLock identity theft protection
- Employee Assistance Program through NYLGBS
- Fertility benefits through Progyny
- Commuter benefits
- Company-paid Short-Term and Long-Term Disability
- Voluntary Term Life and AD&D Insurance, plus Universal Life options
- Supplemental Aflac coverage: Accident, Critical Illness, and Hospital Indemnity
- Discounts and rewards through BenefitHub
Our Operating StandardWe operate with discipline, clarity, and accountability. The ability to effectively leverage AI to improve speed, quality, and output is an expectation in this role, not a preference.
#LI-Hybrid
