Meeting and Events Manager

Communities Foundation of Texas•Dallas, TX

2d•Onsite

About The Position

As the Events Manager, you will bring meetings and events to life for Educate Texas, North Texas Giving Day, and Communities Foundation of Texas. Reporting to the Director, Facilities & Events, you will lead the event experience from planning through execution and evaluation, supporting everything from small meetings and virtual programs to large-scale convenings across Texas. Working closely with internal teams, community and corporate partners, vendors, volunteers, and attendees, you will coordinate event logistics, communications, timelines, budgets, and onsite execution. You will also help deliver North Texas Giving Day events throughout the year in partnership with Marketing leadership and other key stakeholders. The position is located in Dallas, Texas, with up to 60% travel as necessary. The role encompasses planning and executing in-person, virtual, and hybrid events; coordinating stakeholders and vendors; managing multiple event workstreams, budgets, and resources; and evaluating outcomes to improve future events. Success means delivering thoughtful, on-time, on-budget events with a professional and welcoming attendee experience, clear stakeholder communication, effective coordination, and practical use of feedback and results to guide improvements.

Requirements

At least 5 years of professional experience in event planning, event coordination, project management, or marketing and communications work directly tied to events.
Demonstrated experience managing event logistics, vendors, budgets, timelines, registration, technology, and onsite execution.
Strong project management and organizational skills, including the ability to manage concurrent events, changing priorities, dependencies, and deadlines accurately.
Excellent interpersonal, communication, customer service, and relationship-building skills with diverse internal and external stakeholders.
Sound judgment and problem-solving ability, including remaining calm, flexible, and professional under pressure.
Proficiency with common event registration, virtual meeting, project management, and Microsoft Office tools, and ability to learn new systems quickly.
Ability to travel up to 60% as needed and work occasional evenings or weekends based on event schedules.
Ability to maintain confidentiality and appropriately handle sensitive organizational and participant information.
Ability to effectively model and demonstrate CFT’s core competencies: Collaboration, Impact and Problem Solving, Integrity and Accountability, Learning, and Internal and External Service.

Nice To Haves

Bachelor’s degree or equivalent combination of education and relevant experience preferred.

Responsibilities

Plan and execute in-person, virtual, and hybrid meetings and events, ranging from small group convenings to large-scale statewide experiences.
Develop event plans, timelines, budgets, run-of-show documents, staffing plans, and contingency plans.
Coordinate venues, registration, audiovisual and technology needs, food and beverage, transportation, lodging, materials, supplies, and other event logistics.
Lead onsite execution, troubleshoot issues in real time, and provide a professional and welcoming attendee experience.
Facilitate pre-event planning meetings and post-event debriefs, capture lessons learned, and recommend improvements.
Serve as the primary event contact for internal teams, external partners, vendors, speakers, volunteers, and attendees.
Build and maintain relationships with local and statewide venues, vendors, and event partners.
Solicit proposals, coordinate contracts and purchase requirements, monitor vendor performance, and ensure services meet expectations and budget parameters.
Partner with Marketing and program teams on invitations, registration, event communications, signage, branding, and other deliverables.
Manage multiple events and workstreams simultaneously, maintaining priorities, deadlines, decision points, and stakeholder accountability.
Track event budgets, commitments, invoices, and expenses; identify risks and recommend solutions balancing quality, cost, and impact.
Recommend appropriate support and resource allocation based on event scope, audience, strategic importance, and stakeholder needs.
Maintain accurate event records, templates, vendor information, and planning tools.
Track participation, budget, stakeholder feedback, and other measures to assess event effectiveness.
Prepare concise updates for leaders and partners covering progress, risks, decisions needed, outcomes, and recommended next steps.
Identify and implement process improvements that strengthen attendee experience, quality, efficiency, and organizational learning.
Deliver North Texas Giving Day events throughout the year in partnership with Marketing leadership and other key stakeholders.
Model CFT’s core competencies, including Collaboration, Impact and Problem Solving, Integrity and Accountability, Learning, and Internal and External Service.
Maintain confidentiality and appropriately handle sensitive organizational and participant information.
Perform other duties that may be assigned as organizational conditions and objectives change.