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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:
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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.)
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Board governance, and policy implementation for a small association (annual budget of $300K.)
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Manage day-to-day operations and lead multi-functional teams to achieve client goals
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Develop and manage budgets, financial reports, and coordinate with CPAs and finance committees
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Drive membership growth, retention, and non-dues revenue initiatives
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Supervise internal staff and coordinate with external vendors
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Oversee marketing, publications, and communication strategies
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Oversee the maintenance of association databases, websites, and tech platforms
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Ensure compliance with insurance, tax filings, and nonprofit regulatory requirements
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Ensure all services remain within the scope of the client’s contract, and communicate when needs extend beyond original agreements
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Serve as both the Executive Director for client-facing needs and a team contributor within the AMC structure
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Understand AMC client contracts; assist in drafting proposals and addendums for assigned associations
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Solve problems creatively to support growth and profitability for both the client and AMC
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Strategically grow accounts to increase revenue for the associations and the AMC
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Continuously evaluate and refine workflows and internal processes to improve efficiency and service delivery
Meeting Planning Responsibilities:
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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
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Plan and manage several smaller regional meetings and events throughout the year, ensuring consistency in quality, branding, and attendee experience
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Develop detailed project timelines and budgets for each event, ensuring alignment with client goals and fiscal responsibility
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Collaborate closely with clients, hotel and A/V vendors, speakers, and volunteer committees to deliver seamless, professional events
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Handle post-event evaluations, reporting, reconciliation and recommendations for future improvements
Who You Are:
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A natural leader who confidently manages boards and mentors team members
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An exceptional communicator, responsive and comfortable in meetings, public speaking, and committee discussions
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Highly organized and detail-oriented with excellent time management skills
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Proficient in nonprofit budgeting and financial reporting
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Comfortable using technology, including AMS/CRM systems, email platforms, and virtual meeting tools
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Passionate about professional development and staying on top of trends in the nonprofit and association industries
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Adaptable and calm under pressure with the ability to juggle shifting priorities
Qualifications:
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5–7 years of relevant experience in nonprofit or association management
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Strong background in event planning—including large conferences and regional meetings
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Experience managing staff and working with Boards of Directors and organization volunteers
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Proficiency in budgeting, marketing, and database/tech platform management (e.g., AMS, CMS)
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Bachelor’s degree preferred but not required with proper work experience