Sr. Project Manager, Association Meetings & Events

Overview

QED-C®, the Quantum Economic Development Consortium, is an industry association with the mission to grow the quantum economy through community-building and collaboration. QED-C serves member organizations operating in more than 20 countries. Check out QED-C!  

 

QED-C seeks an experienced Sr. Project Manager, Association Meetings & Events to grow the association’s meeting & event offerings into a profitable, million-dollar line of business that advances QED-C’s strategic goals to: engage & empower members, be the voice of the quantum industry, and inform & influence policy. This position is a part of a tight-knit management team, reports to the QED-C Deputy Director, and is responsible for strategic, operational, and financial leadership of QED-C’s event offerings, including conferences, tech expos, trade delegations, technical workshops, educational webinars, and networking functions.

Responsibilities

Strategy

• Maintain and implement an organization-level strategy and policies for events that advance QED-C in its mission and strategic goals.
• Engage with volunteer leaders to develop and implement event-specific strategies in line with the QED-C mission and strategic goals toward objectives of increasing engagement and satisfaction in the first year.
• Manage event pricing and sponsorship to achieve and sustain net-positive revenue from signature events within three years.

Planning

• Responsible for overall events P&L; develop and maintain budgets for all events.
• Lead the planning and execution of in-person, hybrid, and virtual industry meetings & events in the US and abroad. Collaborate with operations, marketing, procurement, and volunteer liaison teams on association event programming, activities, and collateral.
• Develop an annual sponsorship prospectus. Cultivate sponsors and exhibitors that provide value to participants and to QED-C.
• Develop and maintain event project plans, run of show, and associated documentation.
• Manage stakeholder pre-event meetings including kick-off, regular check-ins, and run-of-show.
• Organize and schedule the shipment of materials to/from events.

Administration

• Negotiate and manage agreements and relationships with vendors/contractors supporting QED-C events, coordinating with internal stakeholders.
• Manage all aspects of event registration including pricing; creation of registration form/pages; monitoring registrations for accuracy and completeness; providing registration assistance to VIPs, speakers, and sponsors; reporting; and badge creation.
• Maintain the inventory of event-related items.
• Perform post-event follow-ups consistent with event policy.
• Maintain event-related statistics for use in reports.
• Respond to general association and event-related inquiries.

Execution

• Serve as on-site liaison for vendors/contractors.
• Manage on-site registration and logistics; ensure staffing of critical support areas on-site, including registration desk and in-room A/V support; conduct tech checks; coordinate and manage set-up, tear-down, packing, and other event assistance as needed; oversee placement of signage and collateral.
• Launch and staff virtual events.

Qualifications

• Bachelor’s degree and 8 years of relevant experience OR minimum 12 years of experience with progressive responsibilities in events management.
• Current CMP or CAE credentials
• Experience developing, maintaining, growing and managing a profitable professional events program, ideally up to $300K - $1M per event
• Proficiency with the following business software:
• • Project management software (e.g., Asana)Event registration platforms (e.g., Cvent or Eventbrite)
  • Virtual meeting and webinar systems (e.g., Zoom)
  • Microsoft Excel or Google Sheets (conditional formatting, pivot tables, etc.)
  • CRM tools (e.g., Salesforce or HubSpot)
• Demonstrated ability to effectively manage relationships and balance multiple projects.
• Proven ability to communicate clearly and effectively to coworkers, volunteers, and stakeholders at all levels both orally and in writing.
• Customer-oriented demeanor.
• Curiosity and a willingness to learn, contribute, and grow in a startup-like environment.
• Solutions-oriented critical thinker who performs well under pressure in the middle of a large event.

Preferred qualifications include:

• Master’s degree in business administration, hospitality, or a related field.
• Experience with international events for a high-tech industry.

Work Environmen