Job Description

Are you a self-starter who thrives in a fast-paced environment and takes pride in excellence and precision? We’re seeking a dynamic Events Manager who can make things happen, someone with initiative, strong negotiation skills, attention to detail, and the drive to execute flawlessly.

In this role, you’ll lead the planning, coordination, and logistics for AMS’s major events, including The Montessori Event and Regional Symposiums. You’ll transform ideas into memorable experiences, manage complex projects with accuracy and efficiency, and uphold AMS’s commitment to excellence in every detail.

Key Responsibilities

Event Strategy & Leadership

• Lead the full lifecycle of multiple hybrid events; from concept and planning to execution and evaluation.

• Collaborate across departments (Professional Development, Marketing, Communications, Membership, and others) to deliver cohesive, mission-driven experiences.

• Create and manage detailed timelines, workflows, and documentation (Master Books, Run of Show, etc.) to ensure smooth execution.

• Support the Community Engagement Lead in planning and delivering Regional Symposiums.

Program & Speaker Management

• Manage all speaker relations: communications, training, scheduling, and on-site support.

• Oversee the Cvent Abstract Management System, including proposal collection, reviewer assignments, presenter communications, and program logistics.

• Partner with the MLRI team to review proposals, fill content gaps, and ensure diverse and engaging programming.

Vendor, Venue, and Contract Management

• Develop RFPs, analyze proposals, and negotiate contracts with venues, hotels, AV providers, and catering partners.

• Coordinate site visits, monitor room setups, and verify all logistics prior to and during events.

• Review and approve vendor invoices and master bills to ensure accuracy.

• Work with local tourism bureaus and destination partners to enhance attendee experiences.

Pre-Conference Logistics

• Create an agenda and master run of show for events.

• Coordinate all preconference and conference event information to provide website content.

• Work closely with Cvent event builder and AMS marketing staff to create the event websites.

• Work with the registration team and web designers to create a flawless online registration experience for attendees.

Logistics & On-Site Coordination

• Manage all logistical elements: session assignments, room plans, food & beverage, AV, décor, and signage.

• Oversee staff and volunteer training related to event operations and Cvent.

• Maintain composure and focus in a high-energy, fast-paced environment, ensuring every detail is right.

Budget, Data, and Reporting

• Track budgets, expenses, and vendor costs to ensure financial accuracy and cost efficiency.

• Manage payment collection, reconciliation, and documentation.

• Maintain the AMS Event Dashboard with current data and reports.

• Collect and analyze post-event feedback and metrics (attendance, engagement, ROI) to measure success and identify areas for improvement.

• Provide regular event performance reports and recommendations for process optimization.

Innovation & Continuous Improvement

• Research and implement event industry trends, technologies, and best practices to elevate AMS events.

• Create innovative engagement opportunities that enhance participant experience and drive growth.

• Integrate risk management and contingency planning into event preparation.

• Uphold AMS’s commitment to inclusion, sustainability, and professionalism in every aspect of event planning.

Customer Experience & Representation

• Represent AMS with enthusiasm, professionalism, and empathy.

• Provide excellent service to members, attendees, sponsors, and speakers.

• Contribute to AMS’s reputation for delivering exceptional, mission-driven events.

Qualifications

• 5+ years of experience managing large-scale conferences or hybrid events (association or nonprofit experience preferred).

• Expertise in event logistics, budgeting, contracts, and on-site management.

• Strong attention to detail, resourcefulness, and ability to multi-task under pressure.

• Sourcing experience preferred.

• Excellent negotiation and communication skills.

• Proficiency with Cvent or comparable event management platforms.

• Certified Meeting Planner is a plus.

• Strong analytical mindset and ability to use data to inform decisions.

• A proactive, self-starting attitude — someone who takes initiative and gets things done with minimal direction.

• Exhibits grace under pressure

• Passion for delivering high-quality experiences aligned with AMS’s educational mission.

Additional Information

AMS has a strong benefit package including Medical, Dental, Vision, 403(b), Life Insurance, Long Term Disability and generous Paid Time Off, Sick Days, Holidays and other time off.

The American Montessori Society is an equal opportunity employer and does not discriminate on the basis of sexual orientation, gender identity or expression, race, color, religion, national origin, sex, age, marital status, disability, veteran status, genetic information, family responsibility, political affiliation or any other status protected by applicable laws.

No calls please.