AAA-ICDR, Thought Leadership Conference & Events Management Coordinator

Description

Overview:

The successful applicant will work from New York, NY, on a hybrid basis (on-site/2 days a week, 10% travel required). In addition to a competitive salary range of $95,000 - $105,000/year, we offer a 10% annual incentive opportunity to reward your hard work.

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:

     Event Planning and Implementation

• Collaborate with AAA-ICDR leadership, faculty, program managers, and research sponsors to design, plan, and execute appropriately scaled events.
• Support any CLE, Certificate or other education requirements.
• Manage event logistics, including venue selection, catering, and technical support.
• Develop and maintain budgets in compliance with AAA-ICDR guidelines.
• Correspond with event organizers, participants, and guest speakers.
• Coordinate technical support for in-person, remote, and hybrid events.
• Serve as a reliable point of contact for visitors and guests.
• Ensure compliance with visitor-related details (e.g., recording releases, reimbursements).
• Facilitate domestic and international travel arrangements for visitors.
• Coordinate special arrangements for VIP visits.
• Manage event registrations and monitor attendance data.

• Support AAA-ICDR leadership, program managers, and staff in planning and implementing Institute and Foundation program-specific events.
• Maintain an accurate AAA-ICDR master events spreadsheet.
• Develop metrics to track event outcomes.
• Assist with various projects and tasks related to AAA-ICDR administrative, organizational, and operational issues as needed.

Qualifications

• Bachelor’s degree or equivalent experience, 6-10 years’ experience in events management or similar activity.
• Organizational skills and ability to manage and prioritize multiple, simultaneous projects and tasks independently in a fast-paced environment.
• Able to execute complex assignments quickly, independently, and proactively.
• Attention to detail.
• Demonstrate a high degree of professionalism and sound judgment.
• Excellent oral and written communication skills. Collegial. Able to work productively and collaboratively with broad “customers” and stakeholder groups including faculty, researchers, students, staff, VIPs, visitors and guests, program sponsors, University administrators, service providers and outside vendors.
• Strong work ethic: able to maintain confidentiality and demonstrate flexibility to adapt as demands and priorities change.
• Knowledge and experience in creating budgets and reconciling expenses.
• Able to carry/lift event materials and supplies and transport event materials between locations and across campus as necessary.
• Requires ability to work occasional evenings and weekends.

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.