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Job Overview

The Committee and Project Manager is responsible for overseeing the operations and activities of various committees within the association, managing projects from inception to completion, and ensuring the successful execution of association initiatives and events. This role requires strong organizational, communication, and leadership skills to effectively coordinate between committees, staff, and stakeholders, while also providing logistical and administrative support for association meetings, conferences, and special events.

Key Responsibilities

Committee Management:

• Serve as the primary liaison between committees and the association’s leadership.
• Coordinate and schedule committee meetings, prepare agendas, distribute minutes, and maintain accurate records.
• Ensure committee activities align with the association’s goals and strategic plan.
• Support committee chairs in the development and implementation of their work plans.
• Track and report on committee progress and performance.

Project Management:

• Plan, execute, and oversee projects to ensure they are completed on time, within scope, and within budget.
• Develop project plans, including defining project goals, tasks, resource requirements, and timelines.
• Coordinate internal resources and third-party vendors for the flawless execution of projects and events.
• Monitor and report on project progress to all stakeholders.
• Manage changes to project scope, schedule, and costs using appropriate verification techniques.

Event Logistics and Meeting Management:

• Provide logistical planning and on-site support for meetings, conferences, webinars, and other association events.
• Oversee event timelines, budgets, and vendor relationships to ensure smooth execution.
• Manage event registrations, confirmations, and participant communications.
• Work with staff and volunteers to ensure meeting agendas, presentations, and materials are developed and distributed in a timely manner.
• Support post-event evaluation, including participant feedback and reporting.

Communication and Coordination:

• Facilitate effective communication between committees, the board of directors, staff, and other stakeholders.
• Prepare and present reports, proposals, and updates to the executive director and board.
• Ensure timely dissemination of information and follow-up on action items.
• Promote collaboration and shared decision-making among committees.

Administrative Support:

• Maintain accurate records of committee, project, and event activities, decisions, and outcomes.
• Assist in the development and implementation of association policies and procedures.
• Support the annual planning and budgeting process.
• Perform other duties as assigned by the executive director.

Required Skills

• Excellent oral and written communication skills, including the ability to write reports, business correspondence, and procedure manuals.
• Strong organizational skills with flexibility to manage multiple projects and events simultaneously with minimal supervision.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with event or project management platforms.
• Proven ability to plan and manage meetings or events, including logistics, scheduling, and vendor coordination.
• Self-starter with the ability to work independently or collaboratively as part of a team.
• Ability to effectively present information and respond to questions from managers, clients, members, and the public.
• Strong analytical and problem-solving abilities.
• Physical ability to perform basic event support tasks, including light lifting and setup.
• Honesty, integrity, and ability to maintain confidentiality.
• Willingness to work flexible hours, including occasional evenings or weekends, for meetings or events.

Qualifications

• Bachelor’s degree in business administration, management, communications, or a related field (or commensurate military experience).
• Minimum of 3–5 years of experience in project management, committee management, or event logistics—preferably within an association or nonprofit environment.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Experience managing multiple projects, committees, and deadlines simultaneously.
• Proficiency in project or event management software and Microsoft Office Suite.

Key Competencies

• Leadership: Ability to lead, motivate, and influence others.
• Event Execution: Skilled at coordinating and managing event details with precision and professionalism.
• Problem-Solving: Strong analytical and critical-thinking skills.
• Collaboration: Effective at working with others to achieve common goals.
• Flexibility: Adaptable to changing priorities and conditions.
• Initiative: Proactive, self-motivated, and committed to excellence

Work Environment

• This position requires travel up to 20% of the time, to attend meetings and conferences.
• This position has occasional weekend requirements and evening meetings.
• Typical work hours are daytime Monday through Friday, with some flexibility required/allowed to accommodate committee meetings, conferences, or project deadlines.
• Hybrid work environment with two days each week work from home and three days in the office. Some flexibility allowed.