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.
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
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
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
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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