Project Manager, Events bei League of Women Voters of the US

Description

The League of Women Voters of the United States (LWVUS) seeks a detail-oriented and proactive Project Manager, Events to support the planning and execution of virtual, hybrid, and in-person events that advance the League’s mission and engage our members, partners, and staff.

Reporting to the Director, Events and Training, Project Manager, Events will provide administrative and logistical support across the full lifecycle of League events. Responsibilities include managing event-related forms and reports, coordinating pre-event preparation, and delivering on-site support. The Project Manager, Events will also maintain and refine event best practices, troubleshoot real-time issues, and ensure a seamless experience for participants and stakeholders.

The ideal candidate is highly organized, comfortable navigating multi-step processes, and skilled at working cross-functionally across departments. They will be adept at managing multiple priorities, triaging tasks, and ensuring timely execution without compromising quality. Familiarity with virtual platforms and event technologies is essential.

The League hosts over 100 virtual events annually, 3–4 smaller in-person gatherings and one significant marquee event. The Project Manager, Events will play a central role in the planning and delivery of these experiences, contributing to the League’s commitment to inclusive, accessible, and mission-driven engagement.

Annual compensation offered for this position is between $80,000 - $90,000, based on skills and experience.

ESSENTIAL RESPONSIBILITIES:

Event Execution (Mission-Critical Responsibilities)

· Lead the planning, execution, and post-event wrap-up for virtual, hybrid, and in-person events, ensuring alignment with the League’s mission and operational standards.

· Build and manage event registration pages and websites using Cvent, leveraging advanced platform knowledge to support a seamless participant experience.

· Independently manage virtual events using Zoom and Microsoft Teams (including Teams Townhall), with confidence in troubleshooting and delivering high-quality engagement.

· Develop and distribute RFPs, evaluate vendor proposals, and oversee third-party vendor performance, providing regular updates to internal stakeholders.

· Ability and willingness to independently lead assigned event-related projects and initiatives from start to finish.

Operational & Financial Management

· Support contract negotiation and vendor management, including reviewing clauses, identifying and implementing established best practices, and ensuring compliance with League policies.

· Monitor and manage event budgets, track expenditures, and report on financial status, ensuring fiscal responsibility and transparency.

· Review and reconcile invoices, proactively addressing discrepancies and advocating for accurate billing on behalf of the League.

· Assist the Director of Events and Training with departmental needs, including scheduling meetings, processing invoices, and coordinating with vendors.

Cross-Functional & Member Support

· Collaborate across departments to build strong working relationships and ensure event logistics are coordinated effectively.

· Communicate clearly and consistently with internal stakeholders, balancing logistical realities with budgetary constraints and organizational priorities.

· Provide responsive and high-quality customer service to League members and staff, addressing event-related inquiries and concerns with professionalism and care.

· Perform other duties as assigned, contributing to a collaborative and mission-driven team environment.

Requirements

EDUCATION/CERTIFICATIONS:

Bachelor’s degree or equivalent years of experience, preferably in Event Management, Hospitality, Communications, Public Administration, Nonprofit Management or a related field.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Mission-Critical Technical & Event Management Skills

Platform Proficiency:

· Experience with or ability to quickly learn and navigate all features of:

o Zoom (Meetings and Webinars)

o Cvent

o Microsoft Teams (including Teams Townhall)

o Microsoft Forms

o Avery Template Editor

Event Lifecycle Management:

· Demonstrated experience managing events from initial planning through post-event follow-up.

· Ability to work simultaneously on multiple events at different stages of planning.

· Ability to triage tasks and ensure no aspect of event planning or execution is overlooked.

Organizational & Project Management Competencies

Project Ownership:

· Highly organized, self-motivated, and comfortable working independently.

· Strong time management and attention to detail.

· Proactive approach to work and problem-solving.

· Desire to establish oneself as a subject matter expert within the organization.

Professionalism & Adaptability:

· Ability to maintain a high degree of professionalism, flexibility, confidentiality, and diplomacy.

· Positive attitude and solution-oriented mindset, especially when navigating setbacks or unforeseen needs.

· Willingness and ability to work evenings and weekends as needed.

· Willingness to travel for events and site visits.

Communication, Collaboration & Values Alignment

Communication Skills:

· Strong written and verbal communication skills.

· Ability to communicate effectively with internal stakeholders and external partners.

Team & Mission Alignment:

· Enthusiasm for both virtual and in-person events.

· Alignment with the League’s mission and values.

· Desire to be part of a collaborative, mission-driven team.

PHYSICAL REQUIREMENTS:

The person in this position needs to occasionally move about inside the office to access file cabinets and office machinery. The person must also be available to travel to / for purposes of supporting movement building activities and walking longer distances to offices and events. Constantly operates a laptop/computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. This person should be willing and able to lift boxes up to 30lbs repeatedly during event prep, set up, and strike periods.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is generally indoors and rarely exposed to wet and/or humid conditions and outside weather conditions. The noise level in the work environment is usually moderate-to-low.

This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.