Events Manager (part-time)

Lexington, KY, USA|Travel

Job Overview

Employment Type

Part-time

Work Schedule

Flexible

Benefits

flexible schedule

Travel opportunities

Positive work environment

Professional Development

Collaborative team culture

Recognition and awards

employee support services

Job Description

Associations International (AI) is a prominent and award-winning association management company headquartered in Lexington, Kentucky. Serving both domestic and international associations, AI is dedicated to partnering with volunteer leaders to build thriving communities and bring their clients' missions to life. Known for its client-focused approach, AI emphasizes delivering high-quality support and management services tailored to the unique needs of each association it serves. The company has established itself as a leader in the association management industry, consistently earning recognition such as being named a Best Place to Work in Kentucky since 2012, reflecting its commitment to a positive work environment and employee satisfaction. AI manages various facets of association operations, including event planning, member engagement, marketing, and strategic development, making it an integral part of the success and growth of numerous associations. Its collaborative and dynamic culture fosters innovation, adaptability, and excellence in service delivery.

The role of Events Manager at Associations International offers a unique opportunity to be part of an experienced team that specializes in planning, coordinating, and executing highly impactful events and conferences. This part-time position plays a critical role in supporting the Women’s Basketball Coaches Association (WBCA) by managing the full lifecycle of conferences and events that align with WBCA’s strategic objectives. The Events Manager works closely with WBCA leadership, the client core team, and internal partners to ensure that each event is executed flawlessly and provides an exceptional experience for attendees. Key responsibilities include overseeing event logistics, managing vendor and venue relations, coordinating speakers and stakeholders, handling A/V and technology management, and managing event budgets. This role demands strong project management skills, attention to detail, excellent communication abilities, and proficiency with business and event technology tools. Additionally, the Events Manager leads on-site staffing and execution to deliver smooth, professional, and engaging events that promote community and mission fulfillment. The position involves travel for site visits and event management, with flexible hours aligned to the event calendar. This setting offers a collaborative, fast-paced work environment ideal for self-starters and adaptable professionals passionate about event management within the nonprofit and association sectors.

Job Requirements

Minimum of 5 years of experience in event management, project planning, or related fields
Bachelor’s degree in business, hospitality, or related field or equivalent combination of education and experience
Experience in a professional association, nonprofit, or client-services environment preferred
Strong project management and organizational skills
Demonstrated experience negotiating and managing vendor, hotel, and A/V contracts
Excellent written and verbal communication skills
Proficiency with Microsoft Office and business technology
Ability to work in fast-paced, team-oriented settings
Self-starter with collaboration skills
Positive and adaptable attitude
Willingness to travel for site visits and on-site event management
Ability to stand, walk, and occasionally lift up to 15 pounds with accommodations

Job Qualifications

Bachelor’s degree in business, hospitality, or related field or equivalent experience
Minimum of 5 years of experience in event management, project planning, or operations
Experience in professional association, nonprofit, or client-services environment preferred
Strong project management, organizational, and time-management skills
Demonstrated experience negotiating and managing hotel, A/V, and vendor contracts
Excellent written and verbal communication skills
Marketing-savvy with strong problem-solving and decision-making abilities
Proficiency with Microsoft Office and standard business technology
Self-starter with positive, adaptable, and collaborative approach
Ability to succeed in fast-paced, team-oriented environments

Job Duties

Manage the full lifecycle of WBCA events including pre-event planning, on-site execution, and post-event evaluation
Develop and manage detailed project timelines ensuring deadlines and accountability
Collaborate with WBCA leadership and internal teams to align event logistics with organizational goals
Create and oversee on-site staffing plans including schedules and roles
Provide on-site leadership to ensure smooth execution and high-quality attendee experiences
Manage speaker logistics including confirmations, contracts, materials, and travel support
Coordinate with marketing and communications to ensure accurate event information
Lead coordination with A/V providers and hotel partners specifying technical needs and supervising on-site production
Manage A/V RFP process, contracting, and post-event invoice reconciliation
Research, contract, and manage event mobile app including content uploads and updates
Support management of third-party vendors including contracts and logistics
Coordinate logistics related to meeting space, room blocks, food and beverage, and event flow
Act as key on-site point of contact for vendors, venues, and stakeholders
Develop and manage event budgets within assigned responsibilities
Review and reconcile vendor invoices and billing discrepancies
Identify opportunities for cost savings while maintaining event quality