Job Type
Full-time
Description
The Manager, Conference and Events will manage the planning and execution of a diverse portfolio of high-quality meetings and events, including large-scale conferences, regional and industry convenings, executive-level meetings, and virtual programming. The role requires someone who can independently lead multiple complex event cycles simultaneously, manage competing priorities and dependencies, make sound operational decisions, and maintain a high level of attention to detail, while providing a professional, responsive experience for all NCRC customers, including coalition members, non-profit and corporate partners, executives, board members, and other stakeholders. The ideal candidate brings strong expertise in complex meeting and event management, including project management, hotel and venue operations, vendor and contract management, budget management, participant communications, and event production. The ideal candidate is highly organized, proactive, and service-oriented, with strong judgment, communication, and relationship-building skills. They are a quick learner who anticipates needs, works effectively across teams, and takes ownership of projects from planning through execution and follow-up, and, equally important, knows when to elevate decisions and risks to senior management. The position reports jointly to the Director of Membership and Events and the Chief of Programs and Strategic Development.
Requirements
Meeting & Event Planning
• Lead the planning and execution of an assigned portfolio of NCRC meetings and events, including a large national conference, regional summits, executive-level and governance meetings, council convenings, webinars and other virtual programming, dinners, and other events, while flexing across the Events team's portfolio based on organizational needs. Maintain clear timelines, milestones, and deliverables across multiple concurrent event cycles.
• Manage event logistics and major vendor relationships, including hotels and venues, food and beverage, audiovisual production, transportation, room configurations, registration, exhibits, and other event requirements. Source and evaluate vendors; negotiate, develop, and manage contracts in coordination with Legal and Finance as appropriate; and oversee invoicing, payments, and vendor performance.
• Manage external event consultants and contractors, including scopes of work, assignments, priorities, deliverables, and performance; provide day-to-day direction and ensure consultant work is integrated effectively with internal teams and event plans.
• Lead event production for major in-person and virtual events, including audiovisual production, room and stage design, show flow, speaker movement, technical rehearsals, and venue and production staffing. Develop and manage production plans in coordination with venues, audiovisual partners, speakers, and internal teams to ensure all technical, programmatic, and operational elements are integrated and executed effectively.
• Develop and manage detailed event project plans and production tools, including planning calendars, event schedules, production timelines, run-of-show documents, RSVP lists, seating charts, and other materials needed to coordinate complex event deliverables. Manage multiple concurrent event cycles, dependencies, and deadlines across internal teams, partners, and vendors.
• Oversee event readiness and on-site execution, anticipating logistical and participant needs, conducting final readiness checks and coordinating vendors, venue requirements, and event operations.
• Develop, manage, and monitor event and departmental budgets, including forecasting, expense tracking, invoice review and reconciliation, and identifying opportunities to manage costs and maximize organizational resources.
• Manage event data, technology platforms and performance metrics, and lead continuous improvement of event processes, systems and operating practices.
• Serve as an internal resource and subject-matter expert on event strategy, planning and execution, collaborating with NCRC programmatic and operational teams to translate organizational goals into effective meeting and event plans.
• Lead event readiness and on-site execution, including final readiness checks, coordination of vendors and venue teams, staff assignments, and event operations. Independently troubleshoot operational issues, make time-sensitive decisions, and escalate significant risks or decisions when appropriate.
• Take a hands-on approach to event execution, contributing at all levels of the work as needed to ensure successful delivery. This includes routine administrative and logistical tasks such as data entry, registration and RSVP management, document preparation, shipping and materials management, scheduling, and other event support.
• Coordinate post-meeting follow-up, including thank-you communications, action items, invoices, documentation, and archiving of materials.
Executive & VIP Coordination
• Serve as a professional point of contact for key NCRC clients and customers, including coalition members, nonprofit and corporate executives, board members, council members, speakers, and other special guests. Manage speaker advances, VIP attendee support, and high-touch logistical needs to ensure a professional and responsive experience.
• Draft polished and appropriately tailored emails, invitations, logistical communications, speaker requests, reminders, and follow-up correspondence.
• Handle confidential, sensitive, or high-level meeting information with discretion and sound judgment.
• Anticipate the information executives need to participate effectively and ensure briefing and logistical materials are accurate, concise, and delivered on time.
• Provide responsive and thoughtful customer service to participants before, during, and after meetings.
• Recognize when an issue requires escalation and proactively bring decisions, risks, or concerns to the appropriate leader.
Agenda & Program Coordination
• Coordinate agenda development processes in partnership with NCRC policy and institutional accountability staff, executive leadership, council chairs, and other stakeholders.
• Solicit and organize agenda topics, summarize input, and translate discussions into clear draft agendas and meeting materials.
• Schedule and support internal planning and preparation meetings.
• Track decisions, speaker assignments, and follow-up items resulting from planning discussions.
• Manage invitations, communications, and logistics for external speakers and special guests.
• Collect presentations and supporting materials and ensure they are organized and ready for use during meetings.
Project Management & Cross-Departmental Coordination
• Maintain a master calendar of meetings, deadlines, and deliverables and proactively manage overlapping planning cycles.
• Coordinate effectively across Events, Executive Office, Programs, Policy, Institutional Accountability, Development, Finance, and other teams involved in meeting preparation.
• Establish clear ownership, responsibilities, and deadlines across project teams; proactively follow up with colleagues, partners, and vendors to keep deliverables on track.
• Identify potential delays, gaps, or risks early and work with colleagues to resolve them.
• Maintain accurate and accessible meeting records, trackers, templates, and planning documents.
• Lead the continuous improvement and standardization of event planning processes, templates, checklists, systems, and operating practices.
Qualifications Required
• Bachelor's degree or equivalent combination of education and relevant professional experience.
• At least 5-7 years of relevant experience in meeting and event coordination, executive support, corporate or board relations, hospitality, association management, or a related field.
• Demonstrated experience independently managing complex in-person and virtual events, including multiple concurrent event cycles and multi-day programs.
• Demonstrated experience managing event budgets and working with hotels, venues, audiovisual providers, and other event vendors, including contract negotiation and vendor management.
• Experience working directly with senior executives, board members, corporate leaders, VIPs, or other high-level stakeholders.
• Excellent written and verbal communication skills, with a demonstrated ability to communicate professionally and appropriately with internal and external audiences.
• Strong organizational skills and attention to detail, with the ability to maintain accuracy and quality in a fast-paced environment.
• Strong interpersonal skills and a service-oriented approach to working with colleagues, partners, and meeting participants.
• Proficiency with Microsoft Office and Google Workspace, as well as the ability to quickly learn new technology and systems.
• Ability to travel and work occasional early mornings and evenings as required for meetings.
Preferred
• Experience working in a nonprofit, association, financial services, public policy, corporate affairs, or membership-based environment.
• Experience coordinating board, advisory council, executive committee, or other governance-related meetings.
• Experience preparing executive briefing materials, run-of-show documents, and detailed event production schedules.
• Experience managing sponsorship fulfillment or hosted-event arrangements.
Salary Description
$90,000-$100,000
