Program and Events Manager

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

📋 Description

• Take ownership of a portfolio comprising both in-person and virtual gatherings (around ten each year) from inception to completion, ensuring that each event adheres to IHS quality standards, logistics, and participant experience.

• Create and maintain comprehensive project plans for the programs you manage, detailing task assignments, milestone tracking, and interdepartmental dependencies.

• Oversee pre-event logistics for your programs, including venue selection and management, room configurations, A/V setups, catering arrangements, development of run-of-show, and on-site staffing plans.

• Staff and supervise programs (both on-site and virtual, as applicable). Willingness to travel up to approximately 25% for on-site events; on-site duties require the capacity to lift 20 pounds or more.

• Act as the primary operational contact and address issues as they arise in real-time.

• Provide logistical and operational support for additional programs managed by other staff as required, including registration setup, technology configuration, and on-site staffing.

• Manage the event and operations technology stack, including registration and virtual event platforms (Cvent), CRM (Salesforce), project management tools (Asana), travel booking (Egencia), and mass communication systems (MassMailer) – configuring registration workflows, attendee communications, data capture, and troubleshooting platform issues in real-time during events.

• Assess new event technologies and propose tools or process enhancements that improve operational efficiency or the attendee experience.

• Collaborate with program leads and stakeholders to design events, including structuring agendas, session formats, attendee flow, networking opportunities, and environmental elements – developing scalable solutions across various program types and audience demographics aligned with program objectives.

• Ensure that participant-facing communications and materials adhere to IHS branding standards and create a unified attendee experience from registration through follow-up.

• Act as the main operational liaison between the Program Operations team and internal partners (academic faculty, development, communications, executive leadership), leading regular cross-functional program meetings, managing expectations, updating on status, and identifying and escalating risks as necessary.

• Prepare and disseminate internal briefings, logistics memos, and post-event summaries for leadership and collaborating teams.

• Maintain and improve program templates, checklists, standard operating procedures, and institutional documentation to promote consistency and knowledge transfer across the team.

• Conduct after-action reviews and identify patterns across programs to enhance processes and implement scalable practices.

• Implement new and experimental program types, utilizing existing organizational process assets while testing new methodologies.

⛳️ Requirements

• A minimum of 4 years of experience in event management, program operations, or a closely related field.

• Proven expertise in event logistics and execution for both in-person and virtual formats; strong project management capabilities.

• Practical experience with event and operations technology, including proficiency in at least one registration or virtual event platform (e.g., Cvent, Hopin, Whova) and a CRM.

• Excellent interpersonal and communication skills, with a demonstrated ability to collaborate across functions and manage stakeholder relationships.

• Proven capacity to handle complex, ambiguous, and time-sensitive programs while exercising sound judgment.

• Highly organized and detail-oriented, with the ability to manage several overlapping programs at once.

• Experience with data-driven decision-making and performance monitoring.

🏝️ Benefits

• Health and wellness benefits