Description
Join Our Team!
Are you a highly organized event professional who thrives on managing complex events, building sponsor relationships, and delivering exceptional attendee experiences? The Association of Old Crows (AOC) is seeking a Summit & Sponsor Operations Manager to join our Meetings & Events team.
In this role, you will serve as the primary point of contact for sponsor and event operations across AOC's portfolio of summits and conferences while leading the planning and execution of one AOC summit from concept to completion. You'll collaborate with sponsors, government and military stakeholders, chapter leadership, vendors, and internal teams to deliver impactful events that support AOC's mission and community.
About the Role
As the Summit & Sponsor Operations Manager, you'll drive the operational success of AOC's summit programs while ensuring sponsors receive outstanding service and value throughout the event lifecycle. From sponsorship fulfillment and event logistics to budgeting and onsite execution, you'll help create meaningful experiences that foster connections and advance critical conversations within the defense and electromagnetic warfare community.
What You'll Do
Manage Operations & Vendors
- Oversee vendor relationships, contracting, service agreements, and invoice processing for event logistics including housing, transportation, food and beverage functions, signage, tents, generators, barricades, portable restrooms, event supplies, volunteer coordination, and other operational requirements.
- Maintain summit websites and sponsor resource portals with accurate and up-to-date event information.
- Monitor event inventory and manage event materials, sponsor deliverables, and attendee resources.
Manage Sponsor Operations
- Serve as the primary point of contact for sponsors across all AOC summits.
- Ensure successful fulfillment of sponsorship benefits and provide best-in-class customer service throughout the sponsorship lifecycle.
- Coordinate sponsor communications, exhibit and booth logistics, service kits, sponsor resources, registration and onsite support.
- Partner with the Sales Director to help grow sponsorship revenue, enhance sponsor engagement, and strengthen retention efforts.
Lead Summit Planning & Execution
- Serve as the lead planner for one AOC summit, managing all aspects of event planning, program development, committee coordination, budgeting, stakeholder engagement, onsite operations, and post-event evaluation.
- Develop event timelines, operational plans, and execution strategies to ensure successful program delivery.
- Coordinate venue logistics, housing, transportation, food and beverage functions, audiovisual services, signage, and other operational requirements.
Collaborate Across Stakeholders
- Work closely with chapter leaders, planning committees, government representatives, military stakeholders, sponsors, and internal departments.
- Support registration strategies and attendee workflows in collaboration with the Summit & Registration Coordinator.
- Coordinate foreign national participation requirements and support compliance with applicable security and access procedures.
Evaluate & Improve
- Conduct post-event evaluations and analyze event metrics, surveys, and stakeholder feedback.
- Recommend improvements that enhance the attendee, sponsor, and stakeholder experience.
- Support additional AOC meetings, events, and special projects as assigned.
Requirements
What We're Looking For
- 4-5+ years of experience in meeting planning, conference management, event operations, and/or sponsorship fulfillment.
- Strong project management and organizational skills with exceptional attention to detail.
- Proactive, resourceful, and a self-starter comfortable taking ownership of projects. You can navigate unfamiliar situations, identify solutions independently, and move initiatives forward with minimal supervision, when needed.
- Excellent written and verbal communication skills.
- Experience managing multiple projects, timelines, vendors, and stakeholders simultaneously.
- A customer-service mindset and commitment to delivering exceptional experiences.
- Ability to work collaboratively across teams while taking ownership of key initiatives.
- Experience with ReMembers/Impexium or other CRM systems and event technology is a plus.
- Problem-solving skills and the ability to adapt in a fast-paced event environment.
Additional Requirements
- Ability to obtain and maintain a Secret-level security clearance.
- Ability to travel approximately 4-6 times annually in support of AOC events.
- Local to DC Metro area for Hybrid work and periodic in-person meetings.
Why Join AOC?
Join a mission-driven organization that brings together defense, industry, government, and military professionals to address some of the nation's most important security challenges. You'll play a key role in creating events that inform, connect, and advance the community while working alongside a collaborative and dedicated team.
