Senior Conference Operations Manager

About

We seek a highly motivated, self-directed Senior Conference Operations Manager to join our mission-driven organization. This role will lead conference operations for our annual scientific conference with 4500+ attendees and a budget of $3M+. Working with the events and programs managers, this position acts as conference / project manager for 6 additional smaller niche focus conferences ranging in size from 100 to 400 attendees. This position is ideal for an independent problem-solver who excels at learning new technologies, navigates complex challenges resourcefully, and can manage multiple in-person events with minimal supervision. Success requires strong negotiating abilities, project management skills, critical thinking, technological proficiency, and the ability to adapt quickly to shifting priorities.

What We're Looking For

• 5-7 years of large-scale conference operations management experience (non-profit, association, preferred) in a convention center environment.
• Experience managing a portfolio of events ranging in budgets up to $2.5-$3M
• Proven ability to independently manage multiple projects with exceptional attention to detail
• Experience facilitating program work with volunteer teams and committees.
• Strong technological aptitude with ability to quickly master new platforms and digital tools
• Critical thinking and problem-solving skills with solutions-oriented, resourceful mindset
• Self-directed work style with ownership mentality and ability to drive projects without constant oversight
• Excellent organizational and communication skills in deadline-driven environments
• Excellent proof-reading skills with a strong eye for detail
• Willingness to travel domestically and internationally up to 6 times annually
• Bachelor's degree or equivalent experience

Technical Proficiencies Required

Must demonstrate ability to learn new systems quickly and independently. Experience with:

• Microsoft Office Suite, Google Workspace, WordPress
• Event management platforms (GetRegistered, Whova)
• Project management systems (Asana, SmartSheets, Monday.com)
• Design tools (Canva, Adobe Creative Suite)
• Virtual/hybrid platforms (Zoom, WebEx, Teams)
• Email marketing platforms (MailChimp, Constant Contact)
• Ability to troubleshoot technical issues independently and serve as technology resource

Key Responsibilities

• Independently develop and manage comprehensive project timelines for multiple events, proactively identifying challenges and developing contingency plans
• Own all planning aspects: RFPs, contracting, F&B, AV, registration, security, childcare, housing block management, and logistics; make sound procurement decisions autonomously
• Supervise, coach/mentor of two direct reports: Programs Manager, Event Manager
• Partner closely with external marketing firm to manage all signs and graphics elements for all conferences, including digital programs, wayfinding signs, structures, sponsorship branding, etc.
• Oversee sponsorship program administration and benefits fulfilment with assistance from the operations manager
• Lead implementation of event apps, registration systems, and digital platforms with minimal technical support; troubleshoot independently
• Proactively identify and implement new technologies to improve efficiency and attendee experience
• Regularly participate in meetings with volunteers to support program development and special activities as assigned.
• Build collaborative relationships with stakeholders while maintaining ability to make independent decisions
• Create event communications, templates, digital forms, and website content using various platforms
• Manage onsite operations independently, making real-time decisions under pressure
• Conduct post-event analysis, reconcile budgets, and implement process improvements

You Will Excel If You

• Understand your role as steward of association finances regarding budget development and expense management
• Take initiative to solve problems independently before seeking guidance
• Demonstrate critical thinking by anticipating challenges and developing proactive solutions
• Show technological curiosity and quickly master new platforms without extensive training
• Maintain high standards without constant oversight
• Balance independence with collaboration, knowing when to act autonomously
• Thrive in ambiguity and adapt with creative problem-solving

Additional Requirements

• Work independently in remote home office with strong self-management
• Flexibility for extended hours during peak periods (evenings/weekends)
• Travel, domestic and international, 15-25% annually; ability to lift 10-25 lbs

What We Offer

• Competitive salary: $65,000 - $80,000 annually
• 100% company-paid health, vision, dental, and life insurance
• Generous PTO: 15 PTO days, 10 sick days, 12 paid holidays, 2 floating holidays
• Retirement savings with up to 5% company match (403b)
• Monthly technology stipend
• Professional development support and career growth opportunities