Conference and Convening Manager

TITLE: Conference and Convening Manager 

DEPARTMENT: Programs and Philanthropic Advising Services 

REPORTS TO: Director of Programs  

STATUS: Exempt 

SALARY RANGE: $73,500,000 - $84,000 

LOCATION: Remote 

ABFE is a 501(c)(3), membership-based philanthropic organization that advocates for responsive and transformative investments in Black communities. Partnering with foundations, nonprofits and individuals, ABFE provides its members with professional development and technical assistance resources that further the philanthropic sector’s connection and responsiveness to issues of equality, diversity and inclusion. Established in 1971 as the Association of Black Foundation Executives, the all-volunteer organization was credited with many of philanthropy’s early gains in diversity. It since has evolved into a fully staffed, influential network. In 2013, the organization shed its descriptor and adopted the simpler ABFE (ab-fee) to better reflect its broadening membership.

POSITION OVERVIEW 

The Conference and Convenings Manager will manage the development and delivery of program planning for ABFE’s hosted conferences, programming, webinars, and sector appearances. This person will also provide logistical and strategic support, as needed, to the Programs and Philanthropic Advising departments for events and webinars, and will aid the External Affairs team’s webinars, gatherings, and regional convenings. 

The Manager should be an excellent project and people manager with a solid background in conference planning and management. Comfort in facilitating events in virtual environments and working across both internal and external stakeholders is a must. Highly skilled written and verbal communication abilities are required, as well as impeccable organizational skills and a strong customer service ethic in serving internal and external audiences. Ideally, the person would also be comfortable and competent in training small groups – such as ABFE orientations – and able to travel periodically for site selection and logistics planning, and for the organization’s conferences/meetings. There will be periods during the year where additional travel may be required. 

PRIMARY DUTIES AND RESPONSIBILITIES 

Conferences and Convenings Support: 

• Serve as the manager of logistics for ABFE’s for all of ABFE’s in-person convenings working across the organization this includes managing outsourced conference coordination, contractors, external partners, and event production teams, and coordinate all onsite and online logistics, including contract negotiation and fulfillment, reserving room blocks, making room assignments, and overseeing audiovisual services vendors, materials suppliers, shipping, and setup in partnership with organizational team leads.  This includes Black Women in Philanthropy retreat, Connecting Leaders Fellowship Program Summit, Leverage the Trust and convenings lead by ABFE’s External Affairs Department for its four funder networks.  
•  Serve as the manager of logistics for ABFE’s annual conference “Harambee: Let’s All Pull Together”, which will use a hybrid event (virtual/in-person) model, multiple keynotes, pre- and post-conference workshops, exhibitors, and networking activities. 
• Provide ABFE support by acting as the primary point of contact for ABFE speakers, panelists, and keynotes on-site and in advance of the events where speakers are scheduled. Internal (ABFE Fellow; Programs staff) and external (event producer) supports will be designated as needed. 
• Develop and maintain relationships with Convention and Visitors Bureaus and hotel leadership in the cities ABFE hosts events to fully leverage planning and logistical capacity. 
• Develop and adhere to event plans and timelines, including internal and external deadlines. 
• Support the Communications and Marketing team(s) with the creation and preparation of event collateral materials, such as the microsite, conference app, programs, signage, and promotional items. 
• Be responsible for accurate and timely revenue and expense tracking against the budget. 

Virtual convenings & Workshop Support: 

• Support webinars and workshops that align with the organization’s content and partnership strategies. 
• Provide support across the organization for webinars, workshops, and meetings, including the following: 
• Managing virtual and physical event logistics. 
• Provide support for event registrants. 
• Provide technological support (where applicable). 
• Create, collect and disseminate webinar and workshop materials (in coordinating with department staff). 
• Collect and compile post-event evaluations and recordings. 
• Assist with drafting webinar and the initial programming run-of-show. 
• Social media and marketing familiarity. 

Program Planning and Execution: 

• Serve as a program and technology thought partner, to help create timely content and use available tools for successful content delivery. 
• Work collaboratively across all ABFE departments and with planning committees, external partners, and subject-matter experts to elevate ABFE’s mission and highlight its role in leading values-based and strategic investments in Black communities. 
• Manage external event consultants, and planning partners. 
• Travel as necessary for site selection visits, conference/meeting, etc. 
• Track and report on your progress on annual and quarterly work plans. 
• Determine clear metrics and objectives to evaluate program success and provide reporting as requested for internal, external, and board reports. 
• Ensure that program deliverables are high quality and meet the needs of all stakeholders. 

SKILLS AND COMPETENCIES OF THE SUCCESSFUL CANDIDATE 

• Ability to manage multiple projects simultaneously, knowing how to prioritize and adjust timetables based on demand and other factors, as well as handle new or unplanned projects with agility and flexibility. 
• Desire and ability to identify and solve problems and improve processes and outcomes. 
• Strong interpersonal, verbal, and written communications skills. 
• Ability to effectively work independently, as well as part of a team, in a remote environment. 
• Experienced collaborator who works well with peers with varying levels of authority across all ABFE teams and partnership networks. 
• Versed in engaging and managing external planning partners and event production teams. 
• Knowledge of racial equity and diversity, social justice, and inclusion and an ability to source vendors and consultants through an equity lens. 
• Project management experience required, including use of project-management platforms and applications. 
• Ambitious and proactive with the ability to maintain calm and foster a collaborative environment even during the most hectic times of our programming year. 
• Highly detail-oriented and a self-starter. 
• Prior budgeting experience, specifically with projects of at least $500,000. 
• Embraces the opportunity to contribute to a positive organizational culture. 
• Ability to travel to events, as needed (approximately 30% annually). 
• Advanced proficiency in Microsoft Office Suite (including Sharepoint). Experience with CRM or AMS, and skill using and managing applications such as Salesforce, Drupal, Asana, Whova, Jotform,  , and Zoom. 

EDUCATION/EXPERIENCE REQUIREMENTS 

• A minimum of 7-10 years of meeting planning or event operations experience with increasing levels of responsibility required prior association conference experience a plus. 
• Experience in and familiarity with the philanthropic sector, specifically philanthropy-serving organizations, foundations, grantmaking organizations

Physical Requirements: 

The employee is frequently required to see, talk, hear, walk, and sit.  While performing the duties of this job, the employee may occasionally push or lift up to 20 lbs. such as boxes, supplies, etc. 

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by the incumbent in the position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills of the employee. Duties and responsibilities may change at any time with or without notice.

ABFE is an at-will employer and may terminate the employment relationship at any time, for any reason, with or without cause or notice.

AAP/EEO Statement:

ABFE is an active Equal Employment Opportunity Employer. All employment decisions shall be made without regard to age, race, creed, color, religion, sex, national origin, ancestry, disability status, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, citizenship status or any other basis as protected by federal, state, or local law.

Please include your resume and cover letter to be considered for this opportunity.