Associate Director – Convening Operations

This is a fully remote position, open to applicants in United States.

📋 Description

• Provide strategic leadership and oversight for the comprehensive logistics, travel systems, participant registration, and operational execution of approximately six regional convenings, each averaging around 300 attendees.

• Develop frameworks, systems, processes, and staffing structures to ensure consistent, efficient, and high-quality execution across all six events.

• Directly oversee the Movement Training Operations Manager.

• Lead and manage the event operations team, including staffing plans, operational workflows, coaching, guidance, and real-time decision-making support.

• Supervise on-site execution for multi-day hotel conferences, addressing timelines, room setups, production schedules, staffing plans, vendor operations, registration, signage, materials, room transitions, and run-of-show plans.

• Serve as an on-site operational decision-maker, proactively anticipating challenges, resolving issues, and adapting plans as necessary.

• Coordinate with internal teams, vendors, partners, leadership, remote teams, and stakeholders for all convenings.

• Conduct post-event assessments and spearhead continuous improvement initiatives.

• Integrate diversity, equity, inclusion, accessibility, and belonging into event strategies and execution.

• Oversee event safety and security planning, including risk assessments, protocols, training, escalation, accessibility considerations, and emergency response measures.

• Foster relationships with participants, vendors, partners, community members, and internal stakeholders.

• Drive the operational strategy and planning framework for six regional convenings.

• Oversee participant registration and communications, including surveys, accessibility requests, travel needs, and participant data management.

• Ensure accurate, cost-effective, and accessible travel itineraries that align with organizational policies and participant needs.

• Develop and refine replicable operational systems, tools, and workflows.

• Manage event budgets, including forecasting, expense monitoring, resource allocation, and real-time financial tracking.

• Research, negotiate, select, and oversee event vendors, venues, hotels, audiovisual teams, caterers, entertainment, and other partners.

• Handle vendor relationships, contracts, deliverables, service standards, hotel room blocks, attrition, master account reconciliation, and event-related financial commitments.

• Collaborate with legal and finance teams on contracting and approval processes.

• Perform additional duties as assigned.

⛳️ Requirements

• A minimum of 5 years of experience in complex event operations and project management.

• Significant experience in planning and executing large, multi-day, in-person events.

• Proven ability to manage complex projects involving multiple stakeholders, competing priorities, and stringent timelines.

• Experience in supervising staff, coordinating teams, and providing clear direction and accountability.

• Strong strategic and systems thinking capabilities.

• Experience in managing event budgets, vendors, contracts, and intricate logistics.

• Excellent judgment and problem-solving abilities.

• Strong written and verbal communication skills.

• Proficiency with digital project management, communication, and collaboration tools.

• A commitment to Indivisible's mission and values, including diversity, equity, inclusion, and accessibility.

• Ability and willingness to travel domestically to all six regional convenings between May and September 2027.

• Experience in planning and executing large-scale trainings, conferences, or convenings for nonprofit, advocacy, or movement organizations.

• Familiarity with grassroots organizing, distributed organizing, and coalition-based work.

• Experience in supporting events with complex participant travel, accessibility, or safety needs.

• Experience working in a progressive nonprofit or advocacy organization.

🏝️ Benefits

• Medical, dental, and vision coverage.

• Company-sponsored Health Reimbursement Arrangement (HRA).

• FSA with limited matching.

• 401(k) retirement plan with up to a 5% employer match.

• Fully vested upon becoming eligible.

• Remote work opportunities available within the United States.