Associate Director, Global Event Operations

Milken Institute International

Santa Monica (CA)

Hybrid

USD 90,000 - 110,000

Full time

7 days ago

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Benefits offered by this job

Life Insurance

Paid Time Off

Family Leave

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Training & Development

Job summary

The Milken Institute is seeking an Associate Director, Global Event Operations to lead planning and execution of high-profile events worldwide. You will coordinate with internal teams and external partners to deliver seamless experiences across venues, production, and program schedules.

Ideal candidate has 6-8 years in event operations, strong vendor negotiations, budget oversight, and experience with large conferences (1,000+ attendees). Role is hybrid in Miami with some travel.

Qualifications

6-8 years in event operations, production, or logistics management.
Experience with large conferences (1,000+ attendees) and VIP meetings.
Strong contract negotiations, venue operations, and AV production knowledge.
Budget development, forecasting, and post-event analysis.
Excellent written and verbal communication; stakeholder updates.
Proficiency with Cvent, Salesforce, and MS Office Suite.

Responsibilities

Oversee end-to-end event ops, including venue, contracts, rooming lists, catering, AV, and production.
Manage budgets, timelines, staffing, and post-event reconciliation with vendors.
Coordinate with internal teams to align operations with event objectives.
Lead RFPs, negotiate contracts with hotels and vendors, maximize cost savings.
Oversee registration and attendance tracking; ensure SOPs and reports.
Stay updated on event tech trends and drive process improvements.

Skills

Event operations

Vendor management

Budget oversight

Contract negotiations

Project management

Communication skills

Cvent/Salesforce/MS Office

Team collaboration

Education

Bachelor's degree

Relevant certifications

Tools

Cvent

Salesforce

Microsoft Office

Asana or Airtable

Job description

Associate Director, Global Event Operations

Full-time Regular Miami, FL, US

4 days ago Requisition ID: 1596

Salary Range: $90,000.00 To $110,000.00 Annually

About the Milken Institute

The Milken Institute is a globally minded, publicly supported, non-partisan, and nonprofit think tank headquartered in Santa Monica, with offices in Washington, DC, New York, London, Abu Dhabi, and Singapore. For the past three decades, the Milken Institute has served as a catalyst for practical, scalable solutions to global challenges by connecting human, financial, and educational resources to those who need them. Guided by a conviction that the best ideas, under-resourced, cannot succeed, we conduct research and analysis and convene top experts, innovators, and influencers from different backgrounds and competing viewpoints. We leverage this expertise and insight to construct programs and policy initiatives. These activities are designed to help people build meaningful lives, in which they can experience health and well-being, pursue effective education and gainful employment, and access the resources required to create ever-expanding opportunities for themselves and their broader communities.

The Milken Institute’s events and programmatic activities, involve the exchange of ideas with leaders from around the world. The Institute hosts more than 200 events each year, with our annual flagship event, Global Conference, bringing together 4,500+ participants from around the world, featuring more than 900+ speakers throughout 200+ sessions over the course of the event.

About the Position

The Milken Institute is seeking an experienced and detail-oriented Associate Director, Global Event Operations to oversee the planning and execution of high-profile events worldwide. This role will play a critical part in managing the operational and logistical aspects of our global event portfolio, ensuring seamless coordination across internal teams, external partners, and key stakeholders.

The ideal candidate will have a strong background in event operations, vendor management, budget oversight, and large-scale event logistics. They should excel in high-pressure environments, possess exceptional organizational skills, and be adept at balancing multiple projects with competing deadlines.

Responsibilities

Event Operations & Logistics

Oversee end-to-end event logistics, including venue selection, contracts, rooming lists, catering, audiovisual needs, and event production.
Manage and maintain event specifications, production timelines, and staffing plans to ensure all milestones and deadlines are met.
Work closely with event programming, engagement, and development teams to align operational plans with strategic event objectives.
Serve as the main point of contact for vendors, suppliers, and venue partners, ensuring compliance with contractual agreements and service standards.
Lead all site selection and RFP processes, negotiating contracts for hotels, venues, production vendors, and third-party agencies to maximize cost efficiencies.

Budget & Financial Management

Develop, track, and manage event budgets, ensuring adherence to financial targets and ROI goals.
Conduct cost analysis and forecasting, identifying opportunities for cost savings while maintaining quality standards.
Lead post-event financial reconciliation, ensuring all vendor invoices are reviewed and processed accurately.
Manage relationships with AV production teams, sourcing agents, event production firms, and third-party vendors to deliver high-quality experiences.
Work closely with internal teams, including Communications, Business & Program Development, and Outreach & Engagement, to ensure operational success.
Oversee registration processes and attendance tracking in collaboration with internal stakeholders.

Process Optimization & Team Collaboration

Contribute to the continuous improvement of event operations workflows, documentation, and standard operating procedures (SOPs).
Stay updated on industry trends, emerging event technologies, and best practices to enhance efficiency and innovation.
Assist in team training and knowledge-sharing efforts to strengthen internal event operations expertise.
Prepare and distribute event briefings, agendas, and post-event debrief reports.
Duties as assigned.

Qualifications

6-8 years of experience in event operations, production, or logistics management, preferably in corporate, nonprofit, or global event environments.
Proven expertise in large-scale conferences (1,000+ attendees) as well as smaller VIP meetings (40-60 attendees).
Strong understanding of contract negotiations, venue operations, BEOs, audiovisual production, and event technology platforms.
Ability to develop, manage, and reconcile budgets, including forecasting and post-event financial analysis.
Excellent project management skills with a proven track record of executing complex events on time and within budget.
Strong vendor management experience, with contract negotiation skills and an ability to oversee multiple external partners.
High attention to detail and a process-driven approach to event execution.
Ability to work under tight deadlines and handle high-pressure situations with professionalism and composure.
Exceptional written and verbal communication skills, with experience preparing event reports, meeting summaries, and stakeholder updates.
Experience with Cvent, Salesforce, Microsoft Office Suite (Excel, Outlook, Word, PowerPoint), and event marketing tools. Knowledge of Airtable or Asana a plus,
Knowledge of financial reporting and accounting principles related to large-scale event budgets is a plus.

Working Conditions & Travel Requirements

This position will work in a professional office environment on a hybrid schedule consisting of three (3) days per week reporting in-person to your respective office location (Tuesday - Thursday), with the remaining two (2) days working remotely. Please understand, this schedule is subject to change at the Institute’s sole discretion.

This person will also be required to travel occasionally to other offices and/or venues to assist with events as needed, requiring occasional work outside of traditional hours. International along with domestic travel is possible. Additionally, this position requires interacting virtually on a regular basis with Milken Institute staff based in other locations in the United States and around the world.

Note

The statements herein are intended to describe the overall nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

We are interested in qualified candidates who are eligible to work in the United States. Please note, we are not sponsoring visas at this time, being authorized to work in the U.S. is a precondition of employment.

Our Culture

The Milken Institute is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, disability or status as a veteran.

Every person at the Milken Institute is treated with respect, supported with resources and training, and exposed to a broad range of experiences. We foster a space for growth with opportunities to share knowledge and passion with both clients and colleagues. We are committed to building a diverse workforce and creating an inclusive environment where everyone can thrive. Our leadership is actively involved in our commitment to diversity and inclusion, and fostering a culture that creates opportunities for everyone.