Job Description

ExecutiveDirector/Meeting Planner for Nonprofit Associations
Location: Aptos, CA | Partial Remote
Salary: $75,000 $85,000/year based on experience
Benefits: Health, dental, vision insurance | 401(k) | 2 weeks vacation + 6 sick days

Are you a dynamic, organized, and strategic professional ready to lead and grow within a fast-paced, mission-driven environment? Our boutique association management company (AMC) is looking for an entry-level Operations Director/Meeting Planner to oversee operations and event planning for two thriving nonprofit associations. This is a hands-on leadership role, ideal for someone who excels in a collaborative, small-team environment where wearing many hats is part of the job.

What Youll Do:

• Serve as the chief point of contact and trusted advisor for two associations (one small state association and oversee meeting planning for a large state association, working in conjunction with their staff.)
  

• Board governance, and policy implementation for a small association (annual budget of $300K.)
  

• Manage day-to-day operations and lead multi-functional teams to achieve client goals
  

• Develop and manage budgets, financial reports, and coordinate with CPAs and finance committees
  

• Drive membership growth, retention, and non-dues revenue initiatives
  

• Supervise internal staff and coordinate with external vendors
  

• Oversee marketing, publications, and communication strategies
  

• Oversee the maintenance of association databases, websites, and tech platforms
  

• Ensure compliance with insurance, tax filings, and nonprofit regulatory requirements
  

• Ensure all services remain within the scope of the clients contract, and communicate when needs extend beyond original agreements
  

• Serve as both the Executive Director for client-facing needs and a team contributor within the AMC structure
  

• Understand AMC client contracts; assist in drafting proposals and addendums for assigned associations
  

• Solve problems creatively to support growth and profitability for both the client and AMC
  

• Strategically grow accounts to increase revenue for the associations and the AMC
  

• Continuously evaluate and refine workflows and internal processes to improve efficiency and service delivery
  

Meeting Planning Responsibilities:

• Lead planning and execution of one large-scale annual conference (up to 1200 attendees) including venue sourcing, contract negotiation, speaker coordination, exhibitor and sponsor management, registration processes, and on-site logistics
  

• Plan and manage several smaller regional meetings and events throughout the year, ensuring consistency in quality, branding, and attendee experience
  

• Develop detailed project timelines and budgets for each event, ensuring alignment with client goals and fiscal responsibility
  

• Collaborate closely with clients, hotel and A/V vendors, speakers, and volunteer committees to deliver seamless, professional events
  

• Handle post-event evaluations, reporting, reconciliation and recommendations for future improvements
  

Who You Are:

• A natural leader who confidently manages boards and mentors team members
  

• An exceptional communicator, responsive and comfortable in meetings, public speaking, and committee discussions
  

• Highly organized and detail-oriented with excellent time management skills
  

• Proficient in nonprofit budgeting and financial reporting
  

• Comfortable using technology, including AMS/CRM systems, email platforms, and virtual meeting tools
  

• Passionate about professional development and staying on top of trends in the nonprofit and association industries
  

• Adaptable and calm under pressure with the ability to juggle shifting priorities
  

Qualifications:

• 57 years of relevant experience in nonprofit or association management
  

• Strong background in event planningincluding large conferences and regional meetings
  

• Experience managing staff and working with Boards of Directors and organization volunteers
  

• Proficiency in budgeting, marketing, and database/tech platform management (e.g., AMS, CMS)
  

• Bachelors degree preferred but not required with proper work experience

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