We’re hiring an Event Manager

Key Responsibilities

Event Planning & Logistics

• Develop and manage detailed event project plans, timelines, and budgets, in collaboration with the Senior Leadership Team.

• Coordinate venue selection, site visits, contract negotiations, and vendor management (catering, A/V, travel, onsite design, etc.). 

• Handle event registration processes before and onsite.

Local Event Logistics & Resource Documentation

• Create comprehensive local logistics and resource documents for every event, tailored for each stakeholder group (attendees, exhibitors, sponsors/partners).

• Include essential details such as venue access, schedule overview, event app Whova login instructions, map links, transportation guidance, cultural notes, nearby restaurants, hospitals and emergency contacts, etc. and all on-site support procedures.

• Ensure information is always accurate, approved, and distributed to the Communications Department to send to appropriate channels.

Interdepartmental Program Management

• Support the Senior Leadership with strategic planning of future event locations considering impact, accessibility, safety, visa requirements, cultural considerations, and logistics. 

• Collaborate with the Program Department to bring their vision of compelling event agendas to life, including (e.g., travel, accommodations, tech needs).

• Collaborate with the Communications & Partnerships team to produce event materials (e.g., lanyards & name badges, signage, digital assets).

International Coordination

• Manage all international event logistics, incl. liaising with global partners, vendors, and participants across all time zones.

• Ensure all events comply with high safety, legal, and operational standards in any country.

On-Site/Event Execution

• Serve as the primary point of contact for the whole AVA team on-site during events, managing staff, vendors, and volunteers, shielding AVA Senior Leadership members from operational interruptions.

• Engage with attendees on the Whova app and answer live logistical questions throughout the event

• Organize, train, and manage on-site staff and volunteers and troubleshoot real-time issues and ensure smooth execution.

• Coordinate all event-specific merchandise logistics, including vendor liaison (e.g., Causewear partner), ordering timelines, approvals, shipping/receiving, inventory counts, and booth setup. 

• Manage POS systems and payment methods for on-site sales, including cashless policies, device prep, float planning if relevant, and compliance with local tax requirements.

• Track inventory before, during, and after events and maintain communication with accounting/finance regarding sales, reconciliation, and restocking needs.

• Ensure all merch and co-branded materials meet AVA brand standards and are delivered on time to the venue.

• Support fulfillment of sponsor/partner merchandise-related perks (co-branded items, bag inserts, giveaway coordination, etc.)

• Capture feedback, metrics, and learnings to improve future events, produce an operational post-event assessment with learnings and recommendations for continuous improvement across regions.

Accessibility, Safety & Compliance Execution

• Ensure all events meet AVA’s standards for accessibility, safety, and risk management, including coordination of dietary needs, prayer/quiet/lactation rooms, mobility access, and translation/technical accommodations.

• Implement on-site incident response protocols and support enforcement of the Code of Conduct and Safety Policy.

Post-Event Follow-up

• Lead post-event debriefs, impact reports, and participant surveys.