Events Manager (Part-time)

ABOUT THE ROLE

Associations International is seeking a detail-oriented and collaborative part-time Events Manager to join our team! This shared service role supports the planning, coordination, and execution of conferences and events across multiple client partners. Reporting to the Vice President of Shared Services, the part-time Events Manager plays a critical role in aligning event strategy with organizational goals through detailed project planning, cross-functional collaboration, and vendor and venue management.

Working closely with client teams and internal staff, the part-time Events Manager leads logistics for both in-person and virtual events. Responsibilities include managing timelines, budgets, hotel and A/V coordination, speaker and sponsor support, and on-site execution. As the subject matter expert in event planning and project delivery, this part-time role ensures each event is executed with professionalism, creativity, and efficiency—creating meaningful experiences for attendees and value for the organizations we serve.

This is an excellent opportunity for an experienced event professional seeking a flexible schedule while contributing to high-impact events in a collaborative and mission-driven environment!

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

1. Event Planning & Management:

• Lead the full lifecycle of event planning and execution for assigned clients, including pre-event planning, on-site management, and post-event wrap-up
• Responsible for the creation and management of onsite staff assignments (by day, time, roles and other details including primary points of contact outlined and staff attire)  for team attending to produce the events
• Develop and manage detailed project timelines, ensuring accountability and progress across all stakeholders
• Coordinate with client teams and internal staff to align event logistics with strategic objectives
• Support special projects and initiatives within the defined scope of work

2. Logistics & Vendor Coordination:

• Serve as the primary liaison with hotels and third-party vendors, managing contracts, communication, and logistics
• Oversee all event logistics including room blocks, meeting spaces, food and beverage, décor, and entertainment
• Coordinate on-site logistics and provide direct supervision during events to ensure successful execution

3. Budget & Financial Management:

• Create and manage event budgets related to assigned areas (F&B, A/V, promotional items, etc.)
• Reconcile invoices, negotiate pricing, and resolve billing discrepancies with vendors and hotels
• Provide ongoing recommendations for cost-saving opportunities while maintaining event quality

4. Technology, Virtual Platforms & A/V Oversight:

• Lead coordination with A/V providers or hotel services, including specifying needs and supervising on-site production
• Participate in the selection and setup of virtual event platforms; support staff and speakers in platform use and role assignments
• Ensure seamless integration of tech and A/V solutions to meet event needs

5. Stakeholder & Speaker Engagement:

• Support speaker management including outreach, contracts, materials coordination, and travel logistics
• Assist in sponsor and exhibitor fulfillment, including collecting materials, managing deliverables, and coordinating logistics
• Collaborate with marketing and communications teams to ensure accurate promotion of event participants and content
• Other duties as assigned

QUALIFICATIONS AND SKILLS

• A minimum of 5-10 years of experience in event management, project planning, marketing, and operations with a preferred minimum of two years in a not-for-profit or a professional association
• Travel required for site visits and on-site management of each event
• Bachelor’s degree in business, hospitality, or a related field, or an equivalent combination of education and experience
• Experience managing virtual events preferred
• Strong written and verbal communication skills
• Excellent organizational and time management abilities; able to manage multiple priorities effectively
• Demonstrated marketing savvy and problem-solving skills
• Proven negotiation skills with a strong understanding of contract terms and vendor agreements
• Proficient in Microsoft Office and other standard business software
• Self-starter with a positive, adaptable attitude
• Thrives in a fast-paced environment
• Collaborative team player with strong interpersonal skills

WHY JOIN ASSOCIATIONS INTERNATIONAL?

We hire diverse and talented people who drive the success of our partner associations by bringing their talents, passions, and expertise to the team. We pride ourselves on creating a culture of respect and belonging and are proud to be a Best Places to Work in Kentucky award recipient since 2012!

• Flexibility: Hybrid and in-office flexibility
• Competitive Compensation: Based on skills and experience
• Culture: Recipient of the Best Places to Work in Kentucky award for 13 years and running

Associations International is committed to creating a diverse environment and is proud to be an equal opportunity employer. AI recruits, employs, trains, compensates, and promotes regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. If you have a disability or special need that requires support in applying, please reach out to our HR team at 859-219-3567.