Associate Director, Global Event Operations

MILKEN INSTITUTE • Washington, DC

15h • $90,000 - $110,000 • Hybrid

About The Position

The Milken Institute is seeking an experienced and detail-oriented Associate Director, Global Event Operations to oversee the planning and execution of high-profile events worldwide. This role will play a critical part in managing the operational and logistical aspects of our global event portfolio, ensuring seamless coordination across internal teams, external partners, and key stakeholders.

The ideal candidate will have a strong background in event operations, vendor management, budget oversight, and large-scale event logistics. They should excel in high-pressure environments, possess exceptional organizational skills, and be adept at balancing multiple projects with competing deadlines.

Requirements

• Bachelors degree required.
• 6-8 years of experience in event operations, production, or logistics management, preferably in corporate, nonprofit, or global event environments.
• Proven expertise in large-scale conferences (1,000+ attendees) as well as smaller VIP meetings (40-60 attendees).
• Strong understanding of contract negotiations, venue operations, BEOs, audiovisual production, and event technology platforms.
• Ability to develop, manage, and reconcile budgets, including forecasting and post-event financial analysis.
• Excellent project management skills with a proven track record of executing complex events on time and within budget.
• Strong vendor management experience, with contract negotiation skills and an ability to oversee multiple external partners.
• High attention to detail and a process-driven approach to event execution.
• Ability to work under tight deadlines and handle high-pressure situations with professionalism and composure.
• Exceptional written and verbal communication skills, with experience preparing event reports, meeting summaries, and stakeholder updates.
• Experience with Cvent, Salesforce, Microsoft Office Suite (Excel, Outlook, Word, PowerPoint), and event marketing tools.
• Eligible to work in the United States.
• Authorized to work in the U.S. is a precondition of employment.

Nice To Haves

• Knowledge of Airtable or Asana a plus.
• Knowledge of financial reporting and accounting principles related to large-scale event budgets is a plus.

Responsibilities

• Oversee end-to-end event logistics, including venue selection, contracts, rooming lists, catering, audiovisual needs, and event production.
• Manage and maintain event specifications, production timelines, and staffing plans to ensure all milestones and deadlines are met.
• Work closely with event programming, engagement, and development teams to align operational plans with strategic event objectives.
• Serve as the main point of contact for vendors, suppliers, and venue partners, ensuring compliance with contractual agreements and service standards.
• Lead all site selection and RFP processes, negotiating contracts for hotels, venues, production vendors, and third-party agencies to maximize cost efficiencies.
• Develop, track, and manage event budgets, ensuring adherence to financial targets and ROI goals.
• Conduct cost analysis and forecasting, identifying opportunities for cost savings while maintaining quality standards.
• Lead post-event financial reconciliation, ensuring all vendor invoices are reviewed and processed accurately.
• Manage relationships with AV production teams, sourcing agents, event production firms, and third-party vendors to deliver high-quality experiences.
• Work closely with internal teams, including Communications, Business & Program Development, and Outreach & Engagement, to ensure operational success.
• Oversee registration processes and attendance tracking in collaboration with internal stakeholders.
• Contribute to the continuous improvement of event operations workflows, documentation, and standard operating procedures (SOPs).
• Stay updated on industry trends, emerging event technologies, and best practices to enhance efficiency and innovation.
• Assist in team training and knowledge-sharing efforts to strengthen internal event operations expertise.
• Prepare and distribute event briefings, agendas, and post-event debrief reports.
• Duties as assigned.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan - 403b (5% match)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Personal, Vacation, Sick & Public Holidays)
• Family Leave (Maternity & Paternity)
• Fertility Support
• Short-Term & Long-Term Disability
• Flexible Spending Account (FSAs)
• Pet Insurance Discount
• Training & Development: LinkedIn Learning – over 15,000 self-guided classes offered
• Annual Mentor Program
• Wellness Resources: Employee Assistance Program
• CALM app membership

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level