• Employment Type: Full-Time, Exempt
• Travel Required: 25%
• Salary: $70,000 to $75,000

Position Summary

The Assistant Manager of Meetings and Events supports the planning, coordination, and successful execution of Binaytara’s conferences and events. This role focuses on the operational, financial, and logistical elements of event production—ensuring seamless experiences for participants, faculty, staff, and stakeholders. This role reports to the Director of Education & Meeting Logistics and supervises one staff.

The ideal candidate is detail-oriented critical thinker who is proactive, and has experience in planning educational conferences from scratch, managing travel, vendor coordination, and event budgets.

Key Responsibilities

Event Planning & Execution

• Manage logistics for in-person, hybrid, and virtual events across multiple U.S. cities and occasionally internationally.
• Take the lead on researching, evaluating, and shortlisting venues; support the timely selection and contracting of venues to secure optimal dates and rates.
• Maintain and monitor event timelines and checklists to ensure all tasks are progressing on schedule.
• Work with the venue to finalize the event orders, audio-visual equipment, room setup, and faculty dinner plans.
• Collaborate with education, marketing, sponsorship, and operations teams to align event planning with organizational goals.
• Identify needs for volunteer and manage volunteer communication.
• Support pre-event logistics including managing event supply and equipment, properly checking out/in the materials and supplies to event staff, and maintaining inventory records.

Faculty & Staff Travel Coordination

• Book flights and hotel accommodations for faculty and internal staff attending events.
• Track faculty travel itineraries, preferences, and special accommodations.
• Prepare and distribute travel briefs and itineraries.
• Track event-related expenses and reconcile vendor invoices against budgets.
• Support timely processing of honoraria and travel reimbursements for faculty.
• Assist in generating post-event financial reports and documentation.

Qualifications

• Bachelor’s degree in event management, hospitality, business, communications, or related field.
• Minimum 5 years of full-time professional experience, including at least three years in conference or event management.
• Proven ability to manage logistics and financial details with high accuracy.
• Strong organizational and time-management skills; ability to juggle multiple priorities.
• Professional communication and interpersonal skills.
• Proficiency with Microsoft Office (Excel, Word, Outlook) and cloud-based collaboration tools.