Conference & Events Management Planner

Description

Conference & Events Management Planner (2025-164)

Overview :

The Conference & Event Management Planner role plays a central role in planning and executing high-profile events for the AAA-ICDR, including conferences, trainings, receptions, and VIP gatherings. Working closely with AAA-ICDR leadership, faculty, sponsors, and external partners, this position oversees all aspects of event logistics—from venue selection and staging to vendor coordination, budgeting, and technical support for in-person, remote, and hybrid programs. The role requires a highly organized and proactive professional who can manage multiple complex projects, foster strong relationships with diverse stakeholders, and ensure that every event reflects the excellence and professionalism of the AAA-ICDR. The position requires exceptional organizational and communication skills and experience with event planning and budget management.

This position offers a hybrid remote work arrangement. Candidates must reside within 125 miles of one of our offices—New York, Miami, Los Angeles, San Francisco, Houston, Dallas, or Chicago—and be available to work on-site as requested. An applicant from New York is preferred. The role requires up to 20% travel. Compensation includes a competitive salary of $95,000–$105,000 per year, along with a 10% annual incentive opportunity to reward outstanding performance.

Our employees enjoy rewarding careers in a fast-paced, results-driven environment, and we have been recognized as one of the 50 best nonprofits to work for by the Non-Profit Times. We also provide comprehensive benefits, including medical, dental, orthodontia, vision coverage, a student loan repayment program, a 403(b) retirement plan with substantial company match, discounted pet insurance, and generous paid-time-off benefits. With our supportive work culture and excellent benefits package, you will feel valued and appreciated as a member of our team.

Don't miss out on this exciting opportunity to advance your career. Apply today and join our team of professionals!

Essential Duties and Responsibilities :

• Collaborate with AAA-ICDR leadership, staff, faculty, program managers, and sponsors to design, plan, and execute external and internal events.
• Support any CLE, certificate or other education requirements.
• Manage and support event logistics, including venue negotiation and selection, catering, and technical support.
• Develop and maintain budgets in compliance with AAA-ICDR guidelines.
• Correspond with event organizers, faculty, sponsors, cooperating entities, participants, and guest speakers.
• Coordinate financial and legal requirements for all events.
• Coordinate technical support for in-person, remote, and hybrid events.
• Serve as a reliable point of contact for visitors and guests.
• Prepare RFP’s as needed for the planning of our larger events.
• Ensure compliance with visitor-related details (e.g., recording releases, reimbursements).
• Facilitate domestic and international travel arrangements for visitors.
• Coordinate special arrangements for VIP guests and visits.
• Manage event registrations and monitor attendance data.
• Maintain an accurate AAA-ICDR master events spreadsheet.
• Develop metrics to track event data and outcomes.
• Assist with various projects and tasks related to AAA-ICDR administrative, organizational, and operational issues as needed.

Qualifications :

Preferred Skills :

The American Arbitration Association is an equal opportunity employer (EEO) and we value diversity in our workplace. We consider all employees and applicants for positions without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, or status as a covered veteran in accordance with applicable federal, state, and local laws.