Senior Manager, Conferences & Events

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

📋 Description

• Plan, coordinate, and implement national conferences, meetings, virtual gatherings, and internal events for BBBSA, with a primary focus on the Annual National Conference.

• Oversee the process of the Annual National Conference Call for Presenters from initiation through to final selection and onboarding of presenters.

• Organize educational programming, maintain communication with workshop presenters, manage deliverables, and ensure onsite logistics are in place.

• Keep session and presenter information updated across registration websites, schedules, mobile apps, and conference management software.

• Direct daily registration management, which includes overseeing registration categories, session scheduling, attendee data, testing, reporting, and addressing customer service escalations.

• Ensure onsite registration is fully prepared, which involves staffing, badge creation, material management, troubleshooting, and registration desk operations.

• Manage housing blocks, including room inventories, assignments, deadlines, pickup reports, VIP requirements, rooming lists, communications, and reconciliation.

• Spearhead planning for virtual engagement and event technology, including platform setup, presenter readiness, technical rehearsals, attendee access, and support on the event day.

• Oversee assigned workstreams for conferences, Capitol Hill Day, leadership and board meetings, all-staff gatherings, cultivation events, and other assemblies.

• Create project plans, timelines, task assignments, run-of-show documents, staffing plans, and operational checklists.

• Assist in the execution of onsite events, coordinating with vendors for food and beverage, attendee services, breakout sessions, rehearsals, and overall operations.

• Handle logistics with hotels, venues, audiovisual partners, technology providers, and other service vendors.

• Develop communications for attendees and presenters while supporting event content across websites, intranet, mobile applications, program guides, and email platforms.

• Prepare planning updates, dashboards, reports, attendee feedback, and evaluations post-event.

• Create and monitor budgets, track expenses, review invoices, assist with accruals, and support final reconciliation efforts.

• Manage relationships with vendors and their deliverables; assist with RFPs, sourcing, bid assessments, contract reviews, and negotiations.

• Maintain comprehensive event records, standard operating procedures, planning templates, and historical documentation.

• Ensure that event activities adhere to accessibility, legal, safety, procurement, and BBBSA policy standards.

• Foster collaborative relationships throughout BBBSA and the Big Brothers Big Sisters Network, providing follow-up on projects and action items.

⛳️ Requirements

• A bachelor’s degree or equivalent experience is mandatory.

• Equivalent combinations of education and progressively responsible experience will be taken into account.

• A minimum of 5 years of progressively responsible experience in conference management, event planning, registration, housing, virtual events, nonprofit events, hospitality, or similar fields is required.

• Proven experience in managing complex event workstreams, registration systems, presenter or session management, housing blocks, event technology, vendors, budgets, and onsite execution is highly preferred.

• Intermediate to advanced administrative experience is favored.

• Proficiency in independently utilizing Asana is preferred.

• Familiarity with nonprofit culture and the ability to adapt to changing priorities is important.

• Advanced creative problem-solving abilities and flexibility are essential.

• Strong organizational and time management skills; great attention to detail is crucial.

• Outstanding interpersonal skills, both internally and externally, across all levels.

• Capability to manage multiple projects or priorities at the same time.

• Highly self-motivated and demonstrates initiative.

• Excellent project management capabilities.

• Superior verbal and written communication skills.

• Proficient in Microsoft Office, CRM and/or AMS platforms, event registration systems, and online applications.

• Experience in negotiating and building partnerships with vendors, sponsors, and exhibitors is advantageous.

• Certified Meeting Planner Certification is desired.

🏝️ Benefits

• Enjoy 100% remote work within the Continental United States.

• Travel opportunities of 25-35% based on the needs of the organization.

• Equal employment opportunity and reasonable accommodation in accordance with the Americans with Disabilities Act.