Convenings Associate, Attendee Experience Lead

Obama Foundation; Little Rock (AR); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Insurance

Paid time off

Retirement plan

Job summary

The Obama Foundation, based at the Obama Presidential Center in Jackson Park, seeks a Convenings Associate to lead an assigned portfolio of OPC and Foundation events, overseeing attendee management, registration, hospitality, and travel coordination.

This fast-paced, onsite role requires exceptional organization, the ability to manage multiple events, evenings/weekends, and travel as needed, with a December 2027 end date.

Qualifications

• 3 years of experience in event planning, attendee management, hospitality, conference management, venue operations, or related event functions.
• Willingness and availability to work evenings and weekends and travel as required.
• Demonstrated experience managing registration and attendee operations for complex events.
• Experience managing food and beverage, hotel accommodations, travel, transportation, or other hospitality services.
• Experience working with event registration platforms (Cvent or Ticketure preferred) and managing attendee data.
• Experience managing external agencies, vendors, budgets, and project timelines.
• Proven ability to manage multiple events and priorities simultaneously with strong attention to detail.
• Strong project management, communication, collaboration, customer service, and problem-solving skills.
• Ability to manage sensitive attendee information and high-touch guest needs with discretion.
• Ability to work across a large indoor/outdoor campus for extended periods during event setup, execution, and breakdown.
• Strong alignment with the Obama Foundation’s values.

Responsibilities

• Lead the planning and execution of assigned OPC and Foundation convenings, managing timelines, budgets, internal coordination, and onsite delivery.
• Lead attendee management and registration, including registration builds, invitation workflows, attendee data, capacity management, reporting, check-in, and onsite registration.
• Serve as the primary Convenings point of contact, managing priorities, timelines, deliverables, and attendee services.
• Partner with internal teams on attendee communications, including invitations, confirmations, reminders, logistical information, event updates, and post-event communications.
• Lead food and beverage planning, including catering coordination, menus, dietary needs, service plans, guarantees, and onsite delivery.
• Manage hotel accommodations and room blocks, including sourcing, rooming lists, pickup tracking, guest needs, and reconciliation.
• Coordinate event-related travel and transportation for attendees, speakers, program participants, and other guests as required.
• Develop and maintain attendee management standards, workflows, templates, and tools across the Convenings portfolio.
• Coordinate accessibility and accommodation needs and support high-touch attendee requirements with discretion.
• Lead onsite attendee operations, including registration, check-in, hospitality, transportation, and guest services.
• Manage attendee and hospitality vendors, budgets, invoices, and service expectations.
• Provide attendee management and hospitality expertise for convenings led by other members of the team.
• Perform other duties as assigned.

Skills

Event planning

Attendee management

Hospitality

Conference management

Venue operations

Cvent

Vendor management

Budgeting

Project timelines

Communication

Tools

Cvent

Ticketure

Job description

The Obama Foundation, based at the Obama Presidential Center in Jackson Park, seeks a Convenings Associate to lead an assigned portfolio of OPC and Foundation events, overseeing attendee management, registration, hospitality, and travel coordination.

This fast-paced, onsite role requires exceptional organization, the ability to manage multiple events, evenings/weekends, and travel as needed, with a December 2027 end date.