Meetings Manager

We Are

Headquartered in downtown, Washington, DC, the American Immigration Lawyers Association (AILA) is an organization comprised of nearly 17,000 individual attorney members who practice and teach immigration law. For our members, we provide continuing legal education, information, advocacy, professional services, and expertise.  Founded in 1946, AILA's mission is to promote justice, advocate for fair and reasonable immigration law and policy, advance the quality of immigration and nationality law and practice, and enhance the professional development of its members.

Department Summary  

AILA’s Meetings Department plans and implements the association's educational programs and events, including continuing legal education conferences in virtual, hybrid, and in-person format. The Meetings Department also oversees the CLE accreditation program and provides support to members and other practitioners seeking guidance relating to AILA’s educational programming. 

Position Summary 

The Meetings Manager will oversee the logistical aspects of all conferences, ensuring successful execution from pre-conference planning to on-site delivery. This role focuses on food & beverage (F&B) coordination, room set-up, vendor management, exhibit management, and registration processes. As a key member of the Meetings team, the Meetings Manager works closely with the Director and other staff members to ensure a seamless and high-quality event experience for attendees, speakers, sponsors, and other stakeholders. 

This position is designed for a self-starter and requires minimal supervision. The individual will be responsible for managing day-to-day tasks independently while reporting to the Director of Meetings for major decisions, project updates, and goal setting. 

Essential Job Functions

F&B and Room Set-Up:

• Coordinate all food and beverage requirements for conferences, ensuring that menus align with conference needs and budgets. 
• Work with F&B vendors to manage timing, setup, and service at the event, ensuring everything runs smoothly on-site. 
• Collaborate with the venue’s operations team to ensure meetings and exhibit room layouts, signage, and overall setup meet the event’s needs. 

Vendor Contracting:

• Manage the contracting of smaller, conference-specific vendors, such as those for copying, computer rentals, and other supplies.
• Ensure all contracts are negotiated, signed, and finalized in a timely manner. 
• Work with the Director to ensure proper documentation and compliance for all vendor-related processes. 

Vendor Management:

• Serve as the point of contact for all vendors involved in the conferences. 
• Coordinate logistics with vendors to ensure timely deliveries, services, and resolution of issues on-site. 
• Monitor vendor performance during the event to ensure quality and timely service. 

Supply Orders:

• Oversee the ordering of supplies needed for conferences, including equipment, printed materials, and promotional items. 
• Work with the Education Process Manager and Meetings Coordinator to ensure accurate and timely orders are placed in line with event requirements. 

Shipping Management:

• Manage the shipping and receiving of conference materials, ensuring that everything arrives on time and in good condition. 
• Coordinate with event venues and vendors for storage and handling of materials. 
• Track shipments and resolve any issues related to delayed or missing items. 

Registration Management:

• Work with the Education Process Manager on the registration process for conferences, including pre-conference setup, onsite registration management, and follow-up. 
• Coordinate with the Education Process Manager, Meetings Coordinator, and other team members to ensure all registration details are accurate and up-to-date. 
• Assist in the preparation and distribution of conference badges, attendee lists, and related materials. 
• Troubleshoot registration-related issues and provide exceptional customer service to registrants on-site. 

Other Duties and Responsibilities

• Collaborate with the Meetings Coordinator to ensure all team tasks are executed on time and to a high standard. 
• Provide operational support for hybrid or virtual conferences as needed. 
• Assist in budget preparation and financial tracking for conference-related expenses, ensuring adherence to established budgets. 
• Contribute to post-event evaluation and feedback processes to identify areas of improvement for future events. 

Hybrid - The role will be based out of our Washington, DC office, and the Meetings Manager will be expected to be in the office 1-2 days per week ahead of scheduled conferences to fulfill the role related to Shipment Management. Given the demands of the role, flexibility in working hours may be required, including the possibility of evenings and weekends.

This role requires maintaining a professional demeanor in a remote/office work setting. Responsibilities include extended periods of sitting at a desk, frequent use of a PC workstation for prolonged hours, occasional verbal communication with team members and stakeholders via virtual platforms, and the possibility of lifting or moving items up to 25 pounds, though this is not likely to be a frequent requirement.

Education: Bachelor’s degree in Event Management, Hospitality, Business, or a related field preferred. 

Experience: Minimum of 3-5 years of experience in event planning or meeting operations. Strong background in food and beverage coordination, vendor management, and logistics. Experience managing registration processes, including on-site management. 

Skills & Abilities:

• Excellent project management and organizational skills. 
• Strong communication skills, with the ability to interact effectively with vendors, team members, and event attendees. 
• Ability to work under pressure and meet deadlines. 
• Proficiency in event management software, including eShow and related tools. 
• Attention to detail and ability to troubleshoot issues quickly and effectively. 

Occasional travel, comprising about 25% of the time, may be necessary for site inspections, conferences, and off-site meetings. This travel could involve both domestic and international destinations, with overnight stays and weekend events included. 

Compensation and Benefits
The salary range provided reflects a reasonable estimate of the annual salary based on our commitment to equitable and market-competitive pay. The actual salary offered will depend on several factors, including, but not limited to, relevant education, qualifications, years of experience, certifications or professional licenses, job-related skills, internal equity, and business needs.

Our compensation structure is based on industry-specific market data for similar-sized nonprofit organizations. Typically, individuals are hired at or near the starting point of the salary range for their role. Compensation decisions are made on a case-by-case basis, considering the unique facts and circumstances of each applicant.

Additionally, full-time and part-time employees working at least 20 hours per week on a regular basis are eligible to participate in our comprehensive benefits program, which includes medical, dental, and vision insurance, an employee assistance program, a 401(k) retirement savings plan with matching contributions after 3 months of employment, generous paid time off, paid parental leave, professional development opportunities, and employer-paid life insurance and disability benefits.

Application Process

To ensure a complete application, all candidates must submit the required materials, including a resume and cover letter, through our application portal. As part of our interview process, candidates may be asked to participate in virtual interviews, which will require on-camera presence. 

We are committed to creating an inclusive and accessible interview experience. If you require accommodations due to a disability or sincerely held religious beliefs—such as an alternative format or assistance during the interview—please let us know in advance, and we will make every effort to support your needs. 

Eligibility to Work
In compliance with the Immigration Reform and Control Act of 1986, we are required to hire only individuals who are authorized to work in the United States. Applicants selected for employment will need to provide documentation verifying their eligibility to work in the U.S. without the need for employer sponsorship. AILA participates in E-Verify to confirm work authorization. For more information on E-Verify, please visit dhs.gov/E-Verify.

The American Immigration Lawyers Association ("AILA") is an equal-opportunity employer. We are committed to fostering a diverse and inclusive workplace where all individuals are treated with respect and dignity. We prohibit discrimination and harassment of any kind based on race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, or any other characteristic protected by applicable federal, state, or local law. We are committed to providing equal employment opportunities to all qualified applicants and employees, and we encourage individuals from all backgrounds to apply.