Events and Meetings Manager

Indiana Youth Institute

Indianapolis (IN)

Hybrid

USD 50,000 - 65,000

Full time

14 days+

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Benefits offered by this job

Comprehensive benefits

Job summary

Indiana Youth Institute (IYI) seeks an Events and Meetings Manager to plan, coordinate, and execute high-quality conferences, trainings, and meetings that advance IYI's mission. You will manage timelines, vendor relationships, budgets, registrations, and on-site operations in collaboration with divisions across the organization.

The role emphasizes exceptional organizational skills, meticulous attention to detail, and a focus on participant experience.

Qualifications

Five years of related experience.
Bachelor's degree.
Experience coordinating meetings, conferences, trainings, or events.
Ability to travel within Indiana.
Youth services, nonprofit, education, philanthropy, or public-sector experience.

Responsibilities

Plan, coordinate, and execute conferences, trainings, meetings, and events.
Develop event plans, timelines, and logistical work plans.
Coordinate speakers, volunteers, and internal staff for seamless execution.
Monitor participant needs and deliver professional service before, during, and after events.
Coordinate budgets, contracts, and vendor relationships for event delivery.

Skills

Event planning

Project management

Communication

Organizational skills

Vendor coordination

Budget management

Customer service

Education

Bachelor's degree

Tools

Microsoft Office

Virtual collaboration tools

Event management platforms

Registration systems

Job description

About Indiana Youth Institute:

Indiana Youth Institute (IYI) believes every Indiana child deserves the opportunity to thrive. We strengthen the professionals, organizations, and communities that shape the lives of children and youth. Through research, practical resources, strategic grants, and statewide partnerships, we help Indiana's youth-serving sector make informed decisions and achieve greater impact. Our work is guided by the values of collaboration, excellence, innovation, integrity, and impact.

IYI is a growing organization that embraces perpetual change and continuous improvement. We are always looking for better ways to serve the youth sector, respond to emerging needs, and strengthen outcomes for children and families. Our team is curious, adaptable, and committed to learning. We seek individuals who are energized by meaningful work, motivated by results, and excited to help shape the future of an organization dedicated to improving the lives of Indiana's children and families.

IYI is looking for an Events and Meetings Manager who:

Believes in the power of youth-serving organizations and communities to strengthen young people and improve outcomes for children and families.

Brings a positive, productive approach to work and relationships.

Adapts well to change and remains effective when priorities shift.

Demonstrates humility, curiosity, and a commitment to continuous growth.

Is organized, dependable, and follows through on commitments.

Position Summary

Reporting to the Chief Operating Officer, the Events & Meetings Manager serves as a trusted partner to the Executive Office and plays a critical role in planning, coordinating, and executing high-quality meetings, conferences, trainings, and organizational events that advance IYI's mission.

This position helps ensure that organizational events, meetings, convenings, and special projects are thoughtfully planned, professionally managed, and executed with a high degree of excellence, consistency, and attention to detail. The Events & Meetings Manager serves as the primary coordinator of event logistics, working collaboratively across divisions to manage planning timelines, vendor relationships, budgets, registrations, communications, participant experience, and on-site operations in support of organizational priorities.

The successful candidate will possess exceptional organizational skills, meticulous attention to detail, sound judgment, discretion, and a strong commitment to quality. They will be equally comfortable managing multiple complex events simultaneously, coordinating logistics across internal and external stakeholders, anticipating needs before they arise, and providing administrative and project support that enhances operational effectiveness and organizational success.

Why This Role Matters

The Events & Meetings Manager plays an essential role in helping IYI equip, connect, and inspire youth-serving professionals to create better outcomes for Indiana's children and youth. By ensuring the successful delivery of conferences, trainings, meetings, and convenings, this role creates exceptional experiences that strengthen IYI's relationships with youth-serving professionals, partners, funders, and communities while advancing the organization's mission and strategic priorities.

As IYI continues to grow and expand its statewide impact, this role helps ensure that organizational events are coordinated with consistency, quality, and attention to detail, allowing staff to focus on mission-driven work while providing participants with engaging, seamless, and meaningful experiences that reflect IYI's commitment to excellence. Through thoughtful planning, operational excellence, and outstanding participant experiences, the Events & Meetings Manager creates the conditions that foster learning, collaboration, and lasting impact.

Success in This Role

Create exceptional experiences that strengthen IYI's reputation and deepen engagement with youth-serving professionals, partners, and communities.

Lead complex meetings and events with confidence, precision, and an unwavering commitment to quality and participant experience.

Anticipate needs, solve problems proactively, and ensure every logistical detail is thoughtfully coordinated from planning through follow-up.

Design and continuously improve event systems, processes, and partnerships that increase efficiency, consistency, and organizational capacity.

Enable staff and organizational leaders to focus on mission, relationships, and content by delivering seamless operational execution before, during, and after every event.

Core Responsibilities Will Include (but not be limited to):

Event Planning and Execution (40%)

Plan, coordinate, and execute conferences, trainings, meetings, convenings, and special events that advance IYI's mission and strategic priorities.

Develop and manage comprehensive event plans, timelines, implementation schedules, and logistical work plans.

Coordinate all operational aspects of assigned events from initial planning through post-event evaluation.

Ensure event components are executed accurately, efficiently, and on schedule while delivering an exceptional participant experience.

Coordinate event materials, supplies, technology, onsite operations, and post-event wrap-up activities.

Event Operations and Participant Experience (30%)

Manage registration systems, participant communications, lodging, travel arrangements, catering, technology, materials, and onsite logistics.

Coordinate speakers, planning committees, volunteers, contractors, and internal staff to ensure seamless event execution.

Maintain event records, planning documents, implementation schedules, and operational resources.

Monitor participant needs and deliver responsive, professional service before, during, and after events.

Collect participation data, attendee feedback, and post-event information to support evaluation and continuous improvement.

Vendor, Financial, and Resource Management (15%)

Coordinate vendor relationships, venue logistics, contracts, purchasing activities, and event-related resources.

Track event budgets and expenditures while ensuring compliance with organizational policies and financial procedures.

Support budget reconciliation, invoice processing, and financial documentation for assigned events.

Maintain effective partnerships with venues, suppliers, and service providers to ensure high-quality event delivery.

Special Projects and Organizational Support (15%)

Coordinate projects and special initiatives that support organizational priorities and operational excellence.

Establish timelines, organize resources, coordinate stakeholders, monitor progress, and support successful project completion.

Conduct research, compile information, and prepare summaries to support executive decision-making.

Anticipate needs, identify opportunities for improvement, and recommend practical solutions that enhance organizational effectiveness.

Provide administrative, operational, and logistical support for organizational initiatives and special projects.

Core Skills Required (but are not limited to):

Exceptional written, verbal, and interpersonal communication skills.

Outstanding organizational and project management skills, with the ability to coordinate multiple complex events, priorities, and deadlines simultaneously.

Demonstrated ability to plan, organize, and execute meetings, conferences, trainings, and special events with exceptional attention to detail and operational excellence.

Strong customer service orientation with a commitment to creating engaging, seamless, and high-quality participant experiences.

Ability to anticipate needs, identify potential challenges, and implement practical solutions before issues impact event success.

Strong relationship-building skills with the ability to collaborate effectively with colleagues, speakers, vendors, venues, volunteers, contractors, and community partners.

Experience coordinating budgets, contracts, purchasing, and vendor relationships while ensuring responsible stewardship of organizational resources.

Ability to work independently while exercising sound judgment, adaptability, initiative, and accountability in a fast-paced environment.

Strong administrative and operational coordination skills, including managing logistics, documentation, schedules, and implementation plans.

High degree of professionalism, discretion, and commitment to quality, accuracy, and follow-through.

Proficiency with Microsoft Office applications, virtual collaboration tools, event management platforms, and registration systems, with the ability to quickly learn new technologies.

Commitment to continuous improvement, operational excellence, and supporting IYI's mission through exceptional service and execution.

The Ideal Candidate Will Have:

Five years of related experience

Bachelor's degree

Experience coordinating meetings, conferences, trainings, or events

Ability to participate regularly in in-person meetings, events, and organizational activities throughout Indiana

Ability to travel within Indiana

Youth services, nonprofit, education, philanthropy, or public-sector experience

Compensation and Benefits

IYI offers a competitive salary commensurate with experience and qualifications. This is a full-time, exempt position with a salary range of $50,000-$65,000. Starting salaries are typically determined based on relevant experience, skills, and internal compensation alignment, and generally fall between the minimum and midpoint of the range.

IYI also offers a comprehensive benefits package.

Working Conditions

IYI operates within a hybrid work environment and is committed to supporting flexibility, employee well-being, and work-life balance. Employees work remotely while also participating regularly in in-person meetings, events, and organizational activities that support organizational effectiveness.

This position requires regular in-person participation in Leadership Team meetings and other meetings, events, and activities involving the President & CEO. Candidates should expect to work in person on a regular basis and be available to attend meetings throughout Indiana as needed.

Work schedules will occasionally vary based on event calendars, meeting schedules, and organizational priorities. Evening and occasional weekend work may be required to support organizational events and initiatives.

Standard working hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. Eastern Time.

Documents Needed to Apply