Description

ABOUT US

Headquartered in Lexington, KY, Associations International (AI) is an award-winning, client-focused association management company serving both domestic and international associations. We partner with volunteer leaders to build extraordinary communities and bring our clients’ missions to life. 

ABOUT THE ROLE 

Associations International is seeking an experienced, detail-oriented part-time Events Manager to support the planning, coordination, and execution of WBCA conferences and events. This shared-services role plays a vital part in delivering high-quality, well-executed in-person events that align with WBCA’s strategic objectives and provide an exceptional attendee experience.

Working closely with WBCA leadership, the client core team, and internal partners, the Events Manager leads event logistics from planning through post-event wrap-up. This role serves as a subject matter expert in event execution, bringing strong project management skills, vendor and venue expertise, and a collaborative mindset.

KEY RESPONSIBILITIES

Event Planning & Execution

• 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, deliverables, and accountability across stakeholders.
• Collaborate with WBCA leadership and internal teams to align event logistics with organizational goals.
• Create and oversee on-site staffing plans, including schedules, roles, and points of contact.
• Provide hands-on, on-site leadership to ensure smooth execution and high-quality attendee experiences.
• Speaker & Stakeholder Coordination
• Manage speaker logistics, including confirmations, contracts, materials, and travel or lodging support as needed.
• Coordinate with marketing and communications partners to ensure accurate speaker and program information for promotional materials.
• Participate in planning committees or task forces related to event delivery, as appropriate

Technology & A/V Management

• Lead coordination with A/V providers and hotel partners to specify technical needs and supervise on-site production.
• Manage the A/V RFP process, contracting, on-site oversight, and post-event invoice reconciliation.
• Research, contract, and manage the event or convention mobile app, including content uploads and ongoing updates.
• Ensure seamless integration of technology solutions that support program delivery and attendee engagement.
• Vendor, Venue & Logistics Oversight
• Support the management of third-party vendors, including contracts and operational logistics.
• Coordinate logistics related to meeting space, room blocks, food and beverage, and event flow.
• Act as a key on-site point of contact for vendors, venues, and internal stakeholders.

Budget & Financial Management

• Develop and manage event budgets within assigned areas of responsibility (e.g., A/V, event technology).
• Review, reconcile, and resolve vendor invoices and billing discrepancies.
• Identify opportunities for cost savings while maintaining event quality and professionalism.

Requirements

Requirements

• Minimum of 5 years of experience in event management, project planning, operations, or a related field.
• Experience working in a professional association, nonprofit, or client-services environment preferred.
• Bachelor’s degree in business, hospitality, or a related field—or an equivalent combination of education and experience.
• 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 a positive, adaptable, and collaborative approach.
• Ability to succeed in a fast-paced, team-oriented environment.

Additional Details

• Part-time position with flexibility and variable hours based on event schedules.
• Travel required for site visits and on-site event management.
• Physical requirements include standing, walking, and occasional lifting of up to 15 pounds, with reasonable accommodations available.
• Work Environment: Associations International has been recognized as a Best Place to Work in Kentucky since 2012. 
• Impact: This role supports an organization focused on leading, serving, and uniting coaches of women's basketball for the good of the game and those who play it. 

Associations International is an equal opportunity employer. If you require assistance with the application process, please contact HR at 859-219-3567.