Conference And Convening Manager

TITLE: Conference and Convening Manager

DEPARTMENT: Programs and Philanthropic Advising Services

REPORTS TO: Director of Programs

STATUS: Exempt

SALARY RANGE: $70,000 - $80,000

ABFE is a membership-based philanthropic organization that advocates for responsive and transformative investments in Black communities. Partnering with foundations, nonprofits and individuals, ABFE provides its members with professional development and technical assistance resources that further the philanthropic sector’s connection and responsiveness to issues of equality, diversity and inclusion.

PRIMARY DUTIES AND RESPONSIBILITIES

Conferences and Convenings Support:

• Develop and maintain relationships with Convention and Visitors Bureaus and hotel leadership in the cities ABFE hosts events to fully leverage planning and logistical capacity.
• Provide ABFE support by acting as the primary point of contact for ABFE speakers, panelists, and keynotes on-site and in advance of the events where speakers are scheduled. Internal (ABFE Fellow; Programs staff) and external (event producer) supports will be designated as needed.
• Serve as the manager of logistics for ABFE’s annual conference “Harambee: Let’s All Pull Together”, which will use a hybrid event (virtual/in-person) model, multiple keynotes, pre- and post-conference workshops, exhibitors, and networking activities.
• Assist in managing ABFE’s “Black Women in Philanthropy” retreat, Connecting Leaders Fellowship Program (CLFP) Summit, Leverage the Trust National Retreat, the organization’s contributions to the Congressional Black Caucus Foundation’s Annual Legislative Conference, and other convenings, as needed.
• Be responsible for accurate and timely revenue and expense tracking against the budget.
• Manage outreach and assist with facilitating conference and convening-related contracts organization wide.
• Support the Communications and Marketing team(s) with the creation and preparation of event collateral materials, such as the microsite, conference app, programs, signage, and promotional items.
• Manage outsourced conference coordination, contractors, external partners, and event production teams, and coordinate all onsite and online logistics, including contract negotiation and fulfillment, reserving room blocks, making room assignments, and overseeing audiovisual services vendors, materials suppliers, shipping, and setup, in partnership with the Programs Manager.
• Develop and adhere to event plans and timelines, including internal and external deadlines.

Webinar and Workshop Support:

• Collect and disseminate webinar and workshop materials (in coordinating with department staff).
• Provide support across the organization for webinars, workshops, and meetings, including the following:
  • Managing Virtual or physical event setup.
  • Provide support for registrants.
  • Provide technology support (where applicable).
  • Collect and disseminate webinar and workshop materials (in coordinating with department staff).
  • Collect and compile post-event evaluations and recordings.
  • Assist with drafting webinar and the initial programming run-of-show.
• Collect and compile post-event evaluations and recordings.
• Managing Virtual or physical event setup.
• Assist with drafting webinar and the initial programming run-of-show.
• Support webinars and workshops that align with the organization’s content and partnership strategies.
• Provide support for registrants.
• Provide technology support (where applicable).

Program Planning and Execution:

• Ensure that program deliverables are high quality and meet the needs of all stakeholders.
• Determine clear metrics and objectives to evaluate program success and provide reporting as requested for internal, external, and board reports.
• Track and report on your progress on annual and quarterly work plans.
• Manage external consultants, and planning partners.
• Work collaboratively across all ABFE departments and with planning committees, external partners, and subject-matter experts to elevate ABFE’s mission and highlight its role in leading values-based and strategic investments in Black communities.
• Travel as necessary for site selection visits, conferences, etc.
• Serve as a program and technology thought partner, to help create timely content and use available tools for successful content delivery.

SKILLS AND COMPETENCIES OF THE SUCCESSFUL CANDIDATE

• Knowledge of racial equity and diversity, social justice, and inclusion and an ability to source vendors and consultants through an equity lens.
• Ability to travel to events, as needed (approximately 30% annually).
• Experienced collaborator who works well with peers with varying levels of authority across all ABFE teams and partnership networks.
• Embraces the opportunity to contribute to a positive organizational culture.
• Advanced proficiency in Microsoft Office Suite, experience with CRM or AMS, and skill using and managing applications such as Asana, Whova, Dropbox, Zoom, and Constant Contact.
• Prior budgeting experience, specifically with projects of at least $100,000.
• Project management experience required, including use of project-management platforms and applications.
• Ambitious and proactive with the ability to maintain calm and foster a collaborative environment even during the most hectic times of our programming year.
• Ability to effectively work independently, as well as part of a team, in a remote environment.
• Highly detail-oriented and a self-starter.
• Ability to manage multiple projects simultaneously, knowing how to prioritize and adjust timetables based on demand and other factors, as well as handle new or unplanned projects with agility and flexibility.
• Versed in engaging and managing external planning partners and event production teams.
• Strong interpersonal, verbal, and written communications skills.
• Desire and ability to identify and solve problems and improve processes and outcomes.

EDUCATION/EXPERIENCE REQUIREMENTS

• Experience in and familiarity with the philanthropic sector, specifically philanthropy serving organizations, foundations, grantmaking organizations.
• Bachelor's degree preferred, a master’s degree in a related field and/or proven planning experience in the philanthropic industry highly desired.
• A minimum of 4–6 years of meeting planning or event operations experience with increasing levels of responsibility required, prior association conference experience a plus.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by the incumbent in the position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills of the employee. Duties and responsibilities may change at any time with or without notice.

ABFE is an at-will employer and may terminate the employment relationship at any time, for any reason, with or without cause or notice.

AAP/EEO Statement:

ABFE is an active Equal Employment Opportunity Employer. All employment decisions shall be made without regard to age, race, creed, color, religion, sex, national origin, ancestry, disability status, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, citizenship status or any other basis as protected by federal, state, or local law.

Please include your resume and cover letter to be considered for this opportunity.