Senior Associate, Global Event Operations

Milken Institute International

Santa Monica (CA)

Hybrid

USD 76,000 - 92,000

Full time

9 days ago

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Benefits offered by this job

Life Insurance

Paid Time Off

Family Leave

Fertility Support

Disability Insurance

FSAs

Pet Insurance

Training & Development

Job summary

Milken Institute is seeking a Senior Associate, Global Event Operations to support planning and production of its global event calendar. The role reports to the Director, Global Event Operations and collaborates with programming, event technology, communications, and development teams.

The position manages budgets, internal/external communications, and creative teams in a fast-paced setting to ensure timely, high-quality events across locations. Hybrid work and travel may be required.

Qualifications

Bachelor’s degree and 3+ years of experience in event management or a related field.
Relevant corporate and nonprofit event experience required.
Experience with both small (40–60) and large (500+) conferences and events.
Ability to work independently and collaboratively as part of a team.
Strong project management skills with the ability to juggle multiple events and deadlines at once.

Responsibilities

Assist in the end-to-end event logistics, including venue selection, contracts, rooming lists, catering, audiovisual needs, and event production.
Manage audio-visual partners, third-party management partners, and sourcing agents.
Track event budgets, process vendor invoices, and keep financial records clean.
Develop and manage event specifications, staffing plans, timelines, and workflows in Airtable, Salesforce, and other platforms, keeping stakeholders aligned on status and deliverables.
Contribute to the continuous improvement of event operations workflows, documentation, and standard operating procedures (SOPs).
Order and maintain all event and conference supplies.
Prepare and distribute event briefings, agendas, and post-event debrief reports.
Support the majority of projects and events on-site at the Institute.
Duties as assigned.

Skills

Project management

Communication

Budgeting

Vendor management

Event logistics

Attention to detail

Microsoft Office

Hospitality

Education

Bachelor’s degree

Tools

Airtable

Cvent

Salesforce

Job description

Senior Associate, Global Event Operations

Full-time Regular New York, NY, US

Salary Range: $80,000.00 To $92,000.00 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 a proactive and detail-oriented professional to support the planning and production of its annual calendar of global events. Reporting to the Director, Global Event Operations, this individual will interact closely with the Institute’s programming and event technology teams, as well as communications and development stakeholders, while managing the logistics planning of meetings and special events for the organization. The role includes managing event budgets to ensure revenue and expenses remain within established boundaries, owning internal and external communications to ensure requirements are understood and deadlines are met, and managing creative teams effectively in a fast-paced environment with an eye toward excellence.

Responsibilities

Assist in the end-to-end event logistics, including venue selection, contracts, rooming lists, catering, audiovisual needs, and event production.
Manage audio-visual partners, third-party management partners, and sourcing agents.
Track event budgets, process vendor invoices, and keep financial records clean.
Develop and manage event specifications, staffing plans, timelines, and workflows in Airtable, Salesforce, and other platforms, keeping stakeholders aligned on status and deliverables.
Contribute to the continuous improvement of event operations workflows, documentation, and standard operating procedures (SOPs).
Order and maintain all event and conference supplies.
Prepare and distribute event briefings, agendas, and post-event debrief reports.
Support the majority of projects and events on-site at the Institute.
Duties as assigned.

Qualifications

Bachelor’s degree and 3+ years of experience in event management or a related field.
Relevant corporate and nonprofit event experience required.
Experience with both small (40–60) and large (500+) conferences and events.
Ability to work independently and collaboratively as part of a team.
Strong project management skills with the ability to juggle multiple events and deadlines at once.
Outstanding organizational skills and an obsessive attention to detail.
Strong written and verbal communication skills, comfortable presenting to leadership.
A creative, solution-oriented mindset with the ability to problem-solve and think critically under pressure.
Strong, detail-oriented judgment and logical thinking.
Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
Understanding of financial accounting principles and experience managing large budgets.
Hands-on experience with Airtable, Cvent and Salesforce (or similar CRM/marketing automation tools) a plus.
Superior hospitality skills.

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 remote. 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.