Associate Director, Conferences & Events

The Federalist Society

1d•Hybrid

About The Position

The Federalist Society, a DC-based non-profit organization dedicated to informing the legal and public policy debate on a national level, seeks an Associate Director of Conferences & Events. This position will assist the Director of Conferences & Events in the organization and implementation of multi-day conferences, smaller events, and meetings for our membership here in DC and around the country. The ideal candidate will be adept at planning, multi-tasking, and problem-solving behind the scenes as well as handling day-of logistics and execution. Maintaining a steady and optimistic mindset, keeping cool under pressure, and troubleshooting on the spot will be essential abilities to perform this role well. This is not an entry level position; some experience with events and in a forward-facing, customer service type role is required.

Requirements

Bachelor’s degree
2 – 3 years experience with established track record of success in event coordination, hospitality, or a related field
Exceptional organizational and time-management skills with the ability to manage multiple projects simultaneously
Strong interpersonal and communication skills, both written and verbal
Comfort level with independent as well as collaborative projects
Ability to problem-solve under pressure and adapt to changing circumstances
Ability to foster and develop good working relationships with internal clients and a diverse group of stakeholders including students, colleagues, donors, lawyer volunteers, and VIPs
Proficiency with Microsoft Office Suite, especially Word and Excel, and Google Workspace
An appreciation for the principles of constitutional government, including the separation of powers, federalism, limited government, and the rule of law as essential to protecting individual freedom
Ability and willingness to travel and work non-traditional hours, including weekends and evenings

Responsibilities

Assist the Director in managing the logistics for a wide range of events, including conferences, meetings, and special gatherings.
Collaborate cross-functionally with internal departments to understand event needs, research and secure venues, initiate contracts, and liaise with vendors to ensure flawless event delivery and member experience.
Prepare cost estimates, track expenses, review invoices, and ensure accuracy of vendor charges and timely processing of payments.
Create and maintain comprehensive event timelines, ensuring that all deadlines and benchmarks are met.
Coordinate workflows between departments to ensure consistent and timely execution of event-related tasks.
Use Salesforce to manage event registrations, track attendee data, and generate reports for internal stakeholders.
Oversee onsite execution of events, including registration management, venue coordination, and staffing to ensure all departmental needs are met.
Prepare conference supplies, maintaining inventory, and overseeing logistics for shipping and storage.
Provide general administrative support and perform other duties as assigned.
Work flexible hours, including evenings and weekends, as required; work from home days are available to balance out workload.
Travel 15-20% of the time in support of events outside the DC area.