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Executive Director/Meeting Planner for Nonprofit Associations
Location: Aptos, CA | Partial Remote
Salary: $75,000 – $85,000/year based on experience
Benefits: Health, dental, vision insurance | 401(k) | 2 weeks vacation + 6 sick days

Are you a dynamic, organized, and strategic professional ready to lead and grow within a fast-paced, mission-driven environment? Our boutique association management company (AMC) is looking for an entry-level Operations Director/Meeting Planner to oversee operations and event planning for two thriving nonprofit associations. This is a hands-on leadership role, ideal for someone who excels in a collaborative, small-team environment where wearing many hats is part of the job.

What You’ll Do:

• Serve as the chief point of contact and trusted advisor for two associations (one small state association and oversee meeting planning for a large state association, working in conjunction with their staff.)
   

• Board governance, and policy implementation for a small association (annual budget of $300K.)
   

• Manage day-to-day operations and lead multi-functional teams to achieve client goals
   

• Develop and manage budgets, financial reports, and coordinate with CPAs and finance committees
   

• Drive membership growth, retention, and non-dues revenue initiatives
   

• Supervise internal staff and coordinate with external vendors
   

• Oversee marketing, publications, and communication strategies
   

• Oversee the maintenance of association databases, websites, and tech platforms
   

• Ensure compliance with insurance, tax filings, and nonprofit regulatory requirements
   

• Ensure all services remain within the scope of the client’s contract, and communicate when needs extend beyond original agreements
   

• Serve as both the Executive Director for client-facing needs and a team contributor within the AMC structure
   

• Understand AMC client contracts; assist in drafting proposals and addendums for assigned associations
   

• Solve problems creatively to support growth and profitability for both the client and AMC
   

• Strategically grow accounts to increase revenue for the associations and the AMC
   

• Continuously evaluate and refine workflows and internal processes to improve efficiency and service delivery
   

Meeting Planning Responsibilities:

• Lead planning and execution of one large-scale annual conference (up to 1200 attendees) including venue sourcing, contract negotiation, speaker coordination, exhibitor and sponsor management, registration processes, and on-site logistics
   

• Plan and manage several smaller regional meetings and events throughout the year, ensuring consistency in quality, branding, and attendee experience
   

• Develop detailed project timelines and budgets for each event, ensuring alignment with client goals and fiscal responsibility
   

• Collaborate closely with clients, hotel and A/V vendors, speakers, and volunteer committees to deliver seamless, professional events
   

• Handle post-event evaluations, reporting, reconciliation and recommendations for future improvements
   

Who You Are:

• A natural leader who confidently manages boards and mentors team members
   

• An exceptional communicator, responsive and comfortable in meetings, public speaking, and committee discussions
   

• Highly organized and detail-oriented with excellent time management skills
   

• Proficient in nonprofit budgeting and financial reporting
   

• Comfortable using technology, including AMS/CRM systems, email platforms, and virtual meeting tools
   

• Passionate about professional development and staying on top of trends in the nonprofit and association industries
   

• Adaptable and calm under pressure with the ability to juggle shifting priorities
   

Qualifications:

• 5–7 years of relevant experience in nonprofit or association management
   

• Strong background in event planning—including large conferences and regional meetings
   

• Experience managing staff and working with Boards of Directors and organization volunteers
   

• Proficiency in budgeting, marketing, and database/tech platform management (e.g., AMS, CMS)
   

• Bachelor’s degree preferred but not required with proper work experience

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