Event and Conference Manager

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

📋 Description

• Assist in the daily planning, coordination, and execution of virtual, hybrid, and in-person meetings, retreats, and conferences of various scales.

• Co-develop and manage the master project plan and timeline for events.

• Handle the event inbox and daily communications, acting as the primary contact for attendees and stakeholders.

• Supervise registration data, attendee records, tracking sheets, and all event documentation.

• Monitor registration pipelines and oversee a registration consultant.

• Manage event budgets, document expenses, track revenue, and highlight any variances.

• Keep track of action items and deadlines discussed in weekly team meetings.

• Collaborate with external vendors, including conducting research, negotiating contracts, aligning project scopes, and providing on-site assistance.

• Research venues and locations as necessary.

• Manage hotel room blocks, contractual attrition deadlines, and comprehensive hotel rooming lists.

• Coordinate updates, modifications, and confirmations for lodging arrangements.

• Assist with on-site logistical execution, including registration, check-in, and addressing real-time event needs.

• Support or take the lead on smaller regional events and salons as required.

• Collaborate with the Director, DA staff, external registration consultants, vendors, partners, and leaders in the progressive movement.

⛳️ Requirements

• 5 to 7 years of experience in event coordination, project management, or high-level administrative support.

• Experience in progressive movement organizations, nonprofits, or political campaigns is highly valued.

• Proven experience in planning and producing multi-day conferences for diverse audiences.

• Familiarity with executing and/or managing virtual events.

• Experience in project management or coordination for large-scale initiatives.

• Capability to manage multiple key initiatives simultaneously.

• Background in social justice organizations, progressive politics, and/or philanthropy.

• Experience working with historically underrepresented communities and possessing in-depth knowledge of event vendors from these communities.

• Experience in monitoring registration pipelines and database systems.

• Familiarity with event technology platforms such as Whova or specialized CRM databases is a significant advantage.

• A diplomatic approach to engaging with internal and external stakeholders and resolving conflicts.

• Proven experience in maintaining complex project plans, tracking milestones, and ensuring teams meet deadlines.

• Willingness to work occasional long hours, including evenings and weekends, as necessitated by event schedules and production deadlines.

• Ability to thrive under pressure, prioritize tasks, meet deadlines, and demonstrate calm leadership as priorities shift.

• Experience in vendor management and nurturing early to mid-career team members.

• CMP or similar event/project management certification is a plus.

• Excellent written and verbal communication skills.

• Exceptional proficiency in Microsoft Excel and Google Sheets for data entry, budget tracking, and list management.

• Experience with Airtable is an added benefit.

• Strong interpersonal skills, social-emotional intelligence, and a collaborative work style.

• Outstanding organizational and analytical skills with meticulous attention to detail.

• Strong diplomatic skills for influencing others, resolving issues, managing projects, and achieving effective solutions.

• Commitment to collaboration with staff, board members, volunteers, donors, program participants, and other supporters.

• Discretion in managing confidential and sensitive matters.

• Deep commitment to social justice, including gender, racial, and economic equity.

• Awareness and sensitivity to the power dynamics in philanthropy.

• Ability to accept and provide constructive criticism and learn from both successes and setbacks.

• Cultural competency and effective communication with individuals representing a variety of interests, styles, and backgrounds.

🏝️ Benefits

• Comprehensive health, dental, vision, and life insurance, with DA covering 80% of a base health plan and providing several high-quality plan options.

• A 7% non-elective employer contribution to a 401(k) after six months of employment, regardless of employee contributions.

• Four weeks (20 days) of paid time off, paid sick leave, paid holidays, and two floating holidays.

• Two week-long office closures each year, along with Summer Fridays.

• A monthly stipend of $165 per person to support remote work expenses.