Associate Director, Global Event Operations

Associate Director, Global Event OperationsThe Milken Institute is seeking an experienced and detail-oriented Associate Director, Global Event Operations to oversee the planning and execution of high-profile events worldwide. This role will play a critical part in managing the operational and logistical aspects of our global event portfolio, ensuring seamless coordination across internal teams, external partners, and key stakeholders.ResponsibilitiesEvent Operations & LogisticsOversee end-to-end event logistics, including venue selection, contracts, rooming lists, catering, audiovisual needs, and event production.Manage and maintain event specifications, production timelines, and staffing plans to ensure all milestones and deadlines are met.Work closely with event programming, engagement, and development teams to align operational plans with strategic event objectives.Serve as the main point of contact for vendors, suppliers, and venue partners, ensuring compliance with contractual agreements and service standards.Lead all site selection and RFP processes, negotiating contracts for hotels, venues, production vendors, and third-party agencies to maximize cost efficiencies.Budget & Financial ManagementDevelop, track, and manage event budgets, ensuring adherence to financial targets and ROI goals.Conduct cost analysis and forecasting, identifying opportunities for cost savings while maintaining quality standards.Lead post-event financial reconciliation, ensuring all vendor invoices are reviewed and processed accurately.Stakeholder & Vendor ManagementManage relationships with AV production teams, sourcing agents, event production firms, and third-party vendors to deliver high-quality experiences.Work closely with internal teams, including Communications, Business & Program Development, and Outreach & Engagement, to ensure operational success.Oversee registration processes and attendance tracking in collaboration with internal stakeholders.Process Optimization & Team CollaborationContribute to the continuous improvement of event operations workflows, documentation, and standard operating procedures (SOPs).Stay updated on industry trends, emerging event technologies, and best practices to enhance efficiency and innovation.Assist in team training and knowledge-sharing efforts to strengthen internal event operations expertise.Prepare and distribute event briefings, agendas, and post-event debrief reports.Duties as assigned.QualificationsBachelors degree required.6-8 years of experience in event operations, production, or logistics management, preferably in corporate, nonprofit, or global event environments.Proven expertise in large-scale conferences (1,000+ attendees) as well as smaller VIP meetings (40-60 attendees).Strong understanding of contract negotiations, venue operations, BEOs, audiovisual production, and event technology platforms.Ability to develop, manage, and reconcile budgets, including forecasting and post-event financial analysis.Excellent project management skills with a proven track record of executing complex events on time and within budget.Strong vendor management experience, with contract negotiation skills and an ability to oversee multiple external partners.High attention to detail and a process-driven approach to event execution.Ability to work under tight deadlines and handle high-pressure situations with professionalism and composure.Exceptional written and verbal communication skills, with experience preparing event reports, meeting summaries, and stakeholder updates.Experience with Cvent, Salesforce, Microsoft Office Suite (Excel, Outlook, Word, PowerPoint), and event marketing tools. Knowledge of Airtable or Asana a plus.Knowledge of financial reporting and accounting principles related to large-scale event budgets is a plus.Working Conditions & Travel RequirementsThis position will work in a professional office environment on a hybrid schedule consisting of three (3) days per week reporting in-person to your respective office location (Tuesday – Thursday), with the remaining two (2) days working remotely. Please understand, this schedule is subject to change at the Institute's sole discretion.This person will also be required to travel occasionally to other offices and/or venues to assist with events as needed, requiring occasional work outside of traditional hours. International along with domestic travel is possible. Additionally, this position requires interacting virtually on a regular basis with Milken Institute staff based in other locations in the United States and around the world.NoteThe statements herein are intended to describe the overall nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.We are interested in qualified candidates who are eligible to work in the United States. Please note, we are not sponsoring visas at this time, being authorized to work in the U.S. is a precondition of employment.Please submit resume and cover letter illustrating how your experience and skills will contribute to the department and any unique qualities you bring to the position. If applying via Indeed, please upload your resume and any supporting documentation as one attachment. Any application that does not include both a resume and cover letter will be rejected. If you are unable to complete this application due to a disability, contact our Human Resources department to ask for an accommodation or an alternative application process.Our CultureThe Milken Institute is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, disability or status as a veteran.Every person at the Milken Institute is treated with respect, supported with resources and training, and exposed to a broad range of experiences. We foster a space for growth with opportunities to share knowledge and passion with both clients and colleagues. We are committed to building a diverse workforce and creating an inclusive environment where everyone can thrive. Our leadership is actively involved in our commitment to diversity and inclusion, and fostering a culture that creates opportunities for everyone.BenefitsHealth Care Plan (Medical, Dental & Vision)Retirement Plan - 403b (5% match)Life Insurance (Basic, Voluntary & AD&D)Paid Time Off (Personal, Vacation, Sick & Public Holidays)Family Leave (Maternity & Paternity)Fertility SupportShort-Term & Long-Term DisabilityFlexible Spending Account (FSAs)Pet Insurance DiscountTraining & Development:LinkedIn Learning – over 15,000 self-guided classes offeredAnnual Mentor ProgramWellness Resources:Employee Assistance ProgramCALM app membership Milken Institute