Event and Conference Manager

About the role

POSITIONS AVAILABLE: One COMMITMENT: Full-time, Remote START DATE: Immediately TRAVEL: Some travel will be required SALARY RANGE: $90,000 - $110,000 - Based on Experience About the Democracy Alliance The Democracy Alliance (DA), founded in 2005, is a donor community of individual philanthropists, foundations, and labor unions committed to a just, thriving democracy and a shared progressive future. The DA invests in building progressive infrastructure in the United States by filling gaps, providing catalytic funding, and resourcing social change all in service of a multiracial, feminist democracy that works for all. The DA recently completed a strategic planning process that defined a bold 10-year vision centered on racial, gender, and economic justice, as well as long-term movement infrastructure. As a convener, connector, and resource aggregator, the DA supports donors seeking long-term impact and helps them move critical resources to the field. Job Summary: Event and Conference Manager The Event and Conference Manager is a vital operational position that supports the daily planning, coordination, and production phases of key events for the Democracy Alliance, including small, mid, and large-scale virtual, hybrid, and in-person meetings/retreats and conferences. This role focuses on the essential day-to-day administrative management, registration oversight, and timeline tracking necessary to execute high-quality events that grow the DA community, deepen existing relationships, and provide a living demonstration of DA values-especially a commitment to racial, gender, and economic justice and a belief in the power of a just multiracial democracy. Reporting directly to the Director of Events and Community Engagement, the Event Manager will be expected to co-author and take full ownership of tracking the master event project plan, manage the event inbox and daily communications, and oversee registration data and hotel block fulfillment. The Event Manager must demonstrate strong organizational efficiency, exceptional attention to detail, and a collaborative, results-oriented approach to keep administrative timelines on schedule and support the seamless execution of event logistics. This role will work under the leadership of the Director, collaborate closely with DA staff and external registration consultants, and serve as a routine contact for independent vendors. On-site, the Event Manager acts as the Director's primary execution partner, leading specific operational areas to ensure a seamless experience for all DA partners and progressive movement leaders. This position demands an advanced understanding and application of event planning and project management best practices, coupled with knowledge of the philanthropic and political communities, and requires the ability to manage a high-volume workflow that covers multiple events and constituents simultaneously. Key Duties and Responsibilities Daily Operations & Registration Oversight Registration Monitoring: Conduct daily oversight of the registration pipeline, tracking attendee data and numbers and management of a registration consultant. Communications Management: Serve as the primary point of contact for routine inquiries from attendees and stakeholders, managing the event inbox and escalating complex issues to the Director as needed. Data Maintenance: Ensure all attendee records, tracking sheets, and internal event documentation are kept accurate and up to date. Administrative Support & Timeline Tracking Project Plan Collaboration: Partner with the Director to initially develop and refine the master event project plan and timeline prior to each conference and event. Timeline Ownership: Take full ownership of updating the project plan daily/weekly, tracking progress against milestones, and proactively alerting the Director to upcoming deadlines or potential delays. Budget & Invoice Tracking: Maintain the event budget spreadsheet, logging expenses, tracking revenue and flagging variances for the Director. Task Accountability: Track action items resulting from weekly team meetings to ensure administrative timelines stay on schedule. Vendor Liaison: Act as the routine contact for independent, external vendors outside of the primary consulting firm as needed. This includes research, contract negotiation, scope of work alignment and on-site support and contact. Venue Research: As needed, provide detailed research for venues and locations based on the needs and specifications of both the Director and the Executive Team as needed. Hotel Block Oversight: Manage the event room blocks, monitor contractual attrition against deadlines, and maintain the master hotel rooming list. Guest Logistics: Coordinate basic lodging updates, modifications, and confirmations for attendees and staff. On-Site Support Operational Execution: Support the Director on-site by executing logistical directives, supervising the registration and check-in desk, and addressing routine real-time

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