Meetings & Events Manager

The Institutes; Malvern (Chester County); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

401(k) plan with company contribution

Generous time off

Paid maternity and parental leave

Medical, dental, vision coverage

Free lunch on campus

Onsite fitness center

Job summary

The Institutes in Malvern, PA is seeking a Meetings and Events Manager to oversee conference and event planning for assigned events, including in-person and virtual formats. You will work with the AVP of events and manage end-to-end logistics, budgets, registrations, and post-event reconciliation.

The role requires collaboration across departments, strong vendor management, and the ability to lead multiple events with a focus on exceptional attendee experience.

Qualifications

• Bachelor’s degree or equivalent experience required.
• Minimum of 3-5 years meeting/event planning experience required.
• Sourcing and budgeting experience required.
• Demonstrated vendor management experience including production and registration vendors.
• Demonstrated event management experience; nonprofit industry experience preferred.
• Proficiency in Microsoft Office programs.
• Experience with CVENT, Passkey and related software.

Responsibilities

• Develop and implement detailed program needs (room setup, function times, AV, menu selections, VIP needs).
• Provide on-site program assistance (pre-conference, advance functions, verify room setups, review banquet checks).
• Direct responsibility for program development, planning, execution and post-event recaps from venue to billing.
• Ensure seamless event registration processes, online setup, reporting and on-site check-in; coordinate with vendors.
• Participate in strategic planning and act as a logistics subject matter expert.
• Work cross-functionally with other departments and staff.

Skills

Communication

Detail oriented

Time management

Teamwork

Vendor management

Education

Bachelor’s degree

Tools

CVENT

Passkey

Event management software

Microsoft Office

Job description

Malvern PA
720 Providence Rd
Suit 100
Malvern, PA 19355, USA

Malvern PA
720 Providence Rd
Suit 100
Malvern, PA 19355, USA

Located in beautiful Malvern, Pennsylvania, The Institutes® are a not-for-profit comprised of diverse affiliates that educate, elevate, and connect people in the essential disciplines of risk management and insurance. Through products and services offered by our nearly 20 affiliated business units, people and organizations are empowered to help those in need with a focus on understanding, predicting, and preventing losses to create a more resilient world.

Additionally, we understand the importance of work-life balance—in 2026 Philly.com named us a Top Workplace for the eleventh year and USA Today named us a USA Top Workplace for the fourth year. We provide excellent benefits and a friendly, team-focused work environment to drive employee engagement.

Meetings and Events Manager

In collaboration with the AVP of events, the Meetings and Events Manager is responsible for all essential aspects of conference and event planning for their assigned events. This includes pre-event, on-site, and post-event planning for both in-person and virtual events. In addition, the role includes ownership of all Institutes initiatives and projects as assigned, as well as all administrative work associated with these initiatives and projects. The Meetings and Events Manager will act as the point of contact for internal and external customers.

What You’ll Do:

• Develop and implement detailed program needs (including but not limited to room set-up, function times, audio visual, menu selections, on-site/off site events, DMC operations, special events, ground transfers, room deliveries and VIP needs).
• Provide on-site program assistance (i.e. attend pre-conference, advance all functions, verify room set-ups, review banquet checks and assist with VIP needs).
• Direct responsibility for program development, planning, execution, and all its components, of all assigned initiatives and projects from the point of venue selection to post event recap and bill reconciliation.
• Ensure the seamless execution of event registration processes, including online registration setup, reporting, and on-site registration and attendee check-in. As needed, coordinate with third-party registration vendors to implement updates, customize functionality, and resolve system issues or errors.
• Participate in the strategic planning process for all meetings and events, acting as an event logistics subject matter expert
• Proactively gather all necessary information on each project to achieve high quality of all aspects for each meeting/event.
• Conduct, research and participate in site visits, and find resources to help staff make decisions about meeting/event locations.
• Prepare budgets for all Enterprise-wide meetings and events during planning and final reconciliations.
• Monitor and process meeting and event expenditures through the online accounting system, partnering with event leadership to help ensure expenses remain within approved budget parameters.
• Serve as a liaison with vendors and clients on meeting/event related matters, including A/V, hotel, Systems, consultants, and more.
• Participate in and contribute to internal and external team meetings.
• Work cross functionally with other departments
• Propose new ideas to improve the event planning and implementation process.
• Maintain and actively manage event project plans, tracking timelines, milestones, dependencies, and deliverables while ensuring all planning activities are completed on schedule to support the successful execution of each event.
• Keep current on industry trends and recommend modifications to operational plans as needed
• Assume other duties and responsibilities not specifically outlined herein, but which are essential to the position.

What We’re Looking For:

• Bachelor’s degree or equivalent experience required.
• Minimum of 3-5 years meeting/event planning experience required.
• Sourcing and budgeting experience required
• Demonstrated vendor management experience including production and registration vendors
• Demonstrated event management experience, nonprofit industry experience preferred
• Proficiency in Microsoft Office programs
• CVENT, Passkey, Event Management and Hospitality Solution software experience preferred
• Technical Knowledge:Demonstrates technical proficiency in areas of responsibility (Event Management). Ensures the appropriately applied procedures, requirements, regulations, or policies related to specialized areas of expertise in the production of outputs or results.
• Communication: Exceptional oral and written communication skills and ability to communicate throughout all levels of the organization, both internally and externally. Ability to read, understand, and follow oral and written instructions. Ability to present information and respond to questions professionally and effectively, conversationally and in written communications
• Detail-oriented: Pays close attention to all aspects of a project or responsibility; understanding even little things can have an impact in the outcome of a project. Ensures work quality is to the highest standards.
• Time management: Must be highly self-motivated and demonstrate a high sense of urgency and ability to effectively prioritize and execute tasks in a high-pressure, deadline-driven environment. Must be detail-oriented and possess strong organizational and follow up skills.
• Decision making: Ability to generate and evaluate alternatives prior to making a decision while also considering the risks associated with each option and selecting the option which has the best balance of risk and reward. Evaluates the effectiveness of decisions after they have been made.
• Results-oriented: Ability to meet tight deadlines. Focuses on an outcome, not just the process to deliver a service or goals.
• Collaboration and teamwork: Ability to work in a team-oriented, collaborative environment across organizational boundaries in a constructive and collaborative manner. Exceptional interpersonal skills, with a focus on rapport-building, listening, and questioning skills.
• Ability to develop and implement multiple events simultaneously.
• Ability to process competing inputs, establish priorities, and make timely decisions in a fast-paced event environment

Special Working Conditions and Physical Demands

• Travel Required up to 30%
• On-site strategic supervision of staff, vendors, and stakeholders to ensure maximum experience value (including knowledge transfer) for event attendees.

The Best Part? The Benefits!

To enforce the importance of work-life balance, employees enjoy excellent benefits, including:

• 401(k) plan with company contribution up to 16%
• Generous time off package that includes paid vacation, personal, sick, and holidays
• Paid maternity and parental leave
• Medical, dental, vision, and prescription coverage
• On our Malvern campus: Free lunch every day when working on campus, onsite fitness center, and a beautiful 1.25-mile walking path!

Qualifications

Skills

Behaviors

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Motivations

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Education

Experience

Licenses & Certifications

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.