Conference Manager

Position: Manager, Conference & Events Location: Remote within the US (California preferred) FLSA: Full Time, Non-Exempt Description of Job The Manager, Conference & Events supports the planning and execution of conferences, meetings, and special events by coordinating logistics, maintaining project plans, and supporting successful event delivery creating unique and inspiring experiences to enhance and communicate CCSA member value. Overview of Responsibilities Reporting to the Managing Director, Conference & Events, the Manager, Conference & Events supports the planning and execution of CCSA's conferences, meetings, and special events. This position coordinates assigned event workstreams, helps manage event logistics, tracks project timelines and deliverables, supports vendor and stakeholder communications, and assists with onsite event operations. The ideal candidate is an organized, detail-oriented event professional with strong project management skills, the ability to manage multiple priorities, and a collaborative approach to delivering successful event experiences. Essential Duties Event Planning & Coordination Coordinate the planning and execution of CCSA's annual conference, ticketed events, in-person/virtual meetings, and special events. Maintain project timelines, task lists, and planning documents using Smartsheet, Box, and other project management tools. Prepare and maintain event documentation, including run-of-show documents, checklists, signage inventories, and event binders. Support post-event evaluations, inventory reconciliation, and lessons-learned processes. Event Logistics & Operations Coordinate event logistics, including venue, catering, audiovisual, transportation, lodging, shipping, and other operational needs. Coordinate and track vendor deliverables, invoices, deadlines, and required documentation. Coordinate event materials, inventory, and supply management. Provide onsite event support, including setup, registration, room monitoring, troubleshooting, and breakdown. Speaker, Sponsor & Stakeholder Coordination Coordinate presenter communications, travel arrangements, presentation materials, headshots, biographies, and onsite needs in coordination with the general session producer. Coordinate sponsor logistics, including tracking fulfillment of benefits and onsite support. Collaborate with internal teams, vendors, speakers, sponsors, exhibitors, and other stakeholders. Administrative & Team Support Provide support to the Conference & Events team, including scheduling meetings, preparing reports, maintaining shared files, and supporting Schools team projects, as needed. Maintain organized event records and documentation. Other Provides support as appropriate to CCSA Advocates-CCSA's tandem 501(c)4 organization with campaign efforts at the local and state level. What Success Looks Like The Manager, Conferences & Events will play an important role in planning and executing high-quality conferences, meetings, and special events that support CCSA's mission and strengthen engagement with members, partners, sponsors, and stakeholders. This role will directly influence the organization’s ability to deliver seamless event experiences by coordinating complex logistics, managing assigned event workstreams, fostering cross-functional collaboration, and ensuring operational excellence. Through effective planning, proactive problem-solving, and continuous process improvement, this position will support successful event outcomes, enhance team efficiency, and contribute to meaningful experiences for CCSA's members, community partners, and affiliates. Supervisory Responsibility This position does not have direct reports. The Manager, Conferences & Events, works closely with the Managing Director, Conference & Events, and cross-functional teams to support successful event planning and execution. Benefits and Salary Salary range for this position is $30.00 - $32.24 hourly. Selected candidates will be offered a starting salary based on years of aligned experience and any specialized training or certifications (if preferred for the position). Our organization is deeply committed to equity and thus has a no-negotiation policy. CCSA also offers a comprehensive benefits package including medical, dental and vision coverage upon hire, 401K eligibility with a company match (up to 6%) after the first 90 days of employment, and generous paid time off. Flexible Workplace CCSA is a fully remote organization. CCSA staff work in all regions of the state with significant presence in Los Angeles, Sacramento, the Bay Area, the Central Valley, and San Diego. Competencies Event Management - Coordinates and supports the execution of conferences, meetings, and special events by managing logistics, timelines, vendors, and event details to deliver successful outcomes. Planning & Organizing - Effectively manages multiple priorities, timelines, and deliverables while maintaining organized processes. Project Management - Develops and maintains project plans, identifies required inputs and expected outputs at each stage of the project lifecycle, and manages tasks, timelines, deliverables, dependencies, and updates using project management tools and processes. Attention to Detail - Ensures accuracy and quality when managing event details, communications, materials, and documentation. Problem Solving - Uses sound judgment to identify challenges, evaluate options, and implement solutions. Initiative - Proactively manages assigned responsibilities, anticipates needs, and supports continuous improvement. Collaboration and Relationship Building - Builds effective working relationships and communicates clearly with internal and external teams, vendors, speakers, sponsors, and stakeholders. Growth Minded - Willingness to engage in reflection and examine one's own biases, assumptions, and attitudes. Embraces giving and receiving feedback, while applying feedback to improve performance and evolve personally and professionally. Diversity & Inclusion - Committed to promoting the value of individual differences to create a diverse, respectful, and inclusive workplace. Required Capabilities 1-2 years of experience in event coordination, conference planning, project coordination, or a related field. Experience coordinating event logistics, including vendors, venues, catering, audiovisual needs, materials, and onsite operations. Experience tracking project timelines, tracking deliverables, and maintaining event planning documentation. Experience with event management platforms, registration systems, or virtual/hybrid event tools. Strong organizational skills with the ability to manage multiple priorities and deadlines. Strong written and verbal communication skills with the ability to collaborate effectively with internal teams and external stakeholders. Proficiency with Microsoft Office Suite and project management or collaboration tools. Ability to work independently and collaboratively in a remote environment. Ability to work occasional evenings, weekends, and extended hours as needed to support events. Ability to travel, including overnight travel, for meetings, conferences, organizational events, staff retreats, and other CCSA-related activities as needed. Ability to lift, carry, push, and pull up to 40 pounds, including event materials, equipment, and supplies, to support event setup, execution, and breakdown activities. Preferred Capabilities Experience supporting large-scale conferences, annual meetings, or multi-day events. Experience coordinating speakers, sponsors, exhibitors, or vendor relationships. Experience working in a nonprofit, education, or mission-driven organization. Familiarity with Smartsheet, Box, or similar project management tools. Bachelor's degree in event management, hospitality, communications, business administration, education, or a related field preferred. #J-18808-Ljbffr