We seek a highly motivated, self-directed Senior Conference Operations Manager to join our mission-driven organization. This role will lead conference operations for our annual scientific conference with 4500+ attendees and a budget of $3M+. Working with the events and programs managers, this position acts as conference / project manager for 6 additional smaller niche focus conferences ranging in size from 100 to 400 attendees. This position is ideal for an independent problem-solver who excels at learning new technologies, navigates complex challenges resourcefully, and can manage multiple in-person events with minimal supervision. Success requires strong negotiating abilities, project management skills, critical thinking, technological proficiency, and the ability to adapt quickly to shifting priorities.
What We're Looking For
5-7 years of large-scale conference operations management experience (non-profit, association, preferred) in a convention center environment.
Experience managing a portfolio of events ranging in budgets up to $2.5-$3M
Proven ability to independently manage multiple projects with exceptional attention to detail
Experience facilitating program work with volunteer teams and committees.
Strong technological aptitude with ability to quickly master new platforms and digital tools
Critical thinking and problem-solving skills with solutions-oriented, resourceful mindset
Self-directed work style with ownership mentality and ability to drive projects without constant oversight
Excellent organizational and communication skills in deadline-driven environments
Excellent proof-reading skills with a strong eye for detail
Willingness to travel domestically and internationally up to 6 times annually
Bachelor's degree or equivalent experience
Technical Proficiencies Required
Must demonstrate ability to learn new systems quickly and independently. Experience with:
Microsoft Office Suite, Google Workspace, WordPress
Event management platforms (GetRegistered, Whova)
Project management systems (Asana, SmartSheets, Monday.com)
Ability to troubleshoot technical issues independently and serve as technology resource
Key Responsibilities
Independently develop and manage comprehensive project timelines for multiple events, proactively identifying challenges and developing contingency plans
Own all planning aspects: RFPs, contracting, F&B, AV, registration, security, childcare, housing block management, and logistics; make sound procurement decisions autonomously
Supervise, coach/mentor of two direct reports: Programs Manager, Event Manager
Partner closely with external marketing firm to manage all signs and graphics elements for all conferences, including digital programs, wayfinding signs, structures, sponsorship branding, etc.
Oversee sponsorship program administration and benefits fulfilment with assistance from the operations manager
Lead implementation of event apps, registration systems, and digital platforms with minimal technical support; troubleshoot independently
Proactively identify and implement new technologies to improve efficiency and attendee experience
Regularly participate in meetings with volunteers to support program development and special activities as assigned.
Build collaborative relationships with stakeholders while maintaining ability to make independent decisions
Create event communications, templates, digital forms, and website content using various platforms
Manage onsite operations independently, making real-time decisions under pressure
Conduct post-event analysis, reconcile budgets, and implement process improvements
You Will Excel If You
Understand your role as steward of association finances regarding budget development and expense management
Take initiative to solve problems independently before seeking guidance
Demonstrate critical thinking by anticipating challenges and developing proactive solutions
Show technological curiosity and quickly master new platforms without extensive training
Maintain high standards without constant oversight
Balance independence with collaboration, knowing when to act autonomously
Thrive in ambiguity and adapt with creative problem-solving
Additional Requirements
Work independently in remote home office with strong self-management
Flexibility for extended hours during peak periods (evenings/weekends)
Travel, domestic and international, 15-25% annually; ability to lift 10-25 lbs
What We Offer
Competitive salary: $65,000 - $80,000 annually
100% company-paid health, vision, dental, and life insurance
Founded in 1979, the Association for the Advancement of Artificial Intelligence (AAAI) (formerly the American Association for Artificial Intelligence) is a nonprofit scientific society devoted to advancing the scientific understanding of the mechanisms underlying thought and intelligent behavior and their embodiment in machines.
