Conference and Event Manager

Founded in 1873 the non-profit U.S. Naval Institute (located at but not part of the U.S. Naval Academy in Annapolis MD) is a non-governmental independent publisher whose mission is to advance the professional literary and scientific understanding of sea power and the critical issues shaping global security.

The Conference and Event Manager is a key member of a small highly functioning team responsible for the end-to-end execution of conferences events and related programs ensuring all deliverables are planned tracked and executed with precision. This role serves as the logistical and operational lead across multiple events translating strategy and program direction into detailed timelines coordinated workflows and seamless on-site execution.

Core Responsibilities

Event Planning & Execution

• Assist/Lead the planningand execution of assigned conferences and events from concept through post-event closeout
• Own and manage logistics including venue management vendor coordination AV food and beverage registration and on-site operations
• Serve as the lead staff member and subject matter expert for event management software (Cvent Cadmium) and proactively identify opportunities to improve processes data integrity and overall system utilization

Project Management

• Develop manage andmaintain comprehensive and detailed event timelines task lists and production schedules across all phases of execution
• Ensure all deliverables are completed on time and align across platforms (website marketing agendas speaker materials etc.)
• Track progress identify risks and proactively adjust timelines to maintain execution standards

Speaker & Program Support

• Support/manage speaker coordination and logistics in partnership with the Director
• Draft and manage formal speaker correspondence program materials briefing documents etc.
• Ensure all event details are accurate up to date and aligned across platforms and materials
• Manage sponsorcommunications and ensure seamless fulfillment of all contracted benefitsacross conferences and events delivering a high-quality and consistent sponsor experience

Marketing & Promotion

• Assist with development and execution of marketing strategies and materials to include graphics e-communications invitations social media etc.

On-Site Event Management

• Participate in on-site execution ensuring all elements of the event run smoothly and according to plan

You will excel in this role if you:

• Take pride in precision - bringing strong attention to detail organization and a proactive approach to managing the logistics of conferences and events
• Keep the team and projects on track - confidently managing across departments and teams and influencing up across and within the organization to deliver results on time
• Adapt quickly under pressure - troubleshooting issues in real time and maintaining ahigh-quality attendee experience
• Think strategicallycommunicate clearly and execute with urgency
• Demonstrate excellent written communication skills including editing and proofreading with a sharp eye for accuracy
• Bring creativity and enthusiasm with a willingness to think outside of the box to generate revenue build the brand and strengthen relationships with stakeholders while contributing to a mission-driven organization
• Embrace new tools and technologies becoming proficient in event platforms while identifying opportunities to improve efficiency and effectiveness through technology and process improvement

Skills and Experience

• Two to four years of professional experience and bachelors degree preferred
• Experience in conference and event planning preferred

The U.S. Naval Institute is an Equal Opportunity Employer/Veterans/Disabled