What are the responsibilities and job description for the Meeting & Events Manager position at The Institutes?
About The Institutes
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 2025 Philly.com named us a Top Workplace for the tenth year and USA Today named us a USA Top Workplace for the third year. We provide excellent benefits and a friendly, team-focused work environment to drive employee engagement.
Meeting and Events Manager
The Meetings and Events Manager is responsible for assisting the AVP with managing all essential aspects of conference and event planning. 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 when the AVP is travelling.
What You’ll Do
To enforce the importance of work-life balance, employees enjoy excellent benefits, including:
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 2025 Philly.com named us a Top Workplace for the tenth year and USA Today named us a USA Top Workplace for the third year. We provide excellent benefits and a friendly, team-focused work environment to drive employee engagement.
Meeting and Events Manager
The Meetings and Events Manager is responsible for assisting the AVP with managing all essential aspects of conference and event planning. 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 when the AVP is travelling.
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-con, 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 initiative and projects from the point of venue selection to post event recap and bill reconciliation.
- Ensure seamless execution of online registration
- Liaise with third party online registration vendor for any updates, customizations, and functionality issues/errors
- Participate in the strategic planning process for all meetings and events
- 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.
- Preparing budgets for all Enterprise-wide meeting and events during planning and prepare final reconciliations.
- Manage the expenditures of all meetings and events through online accounting system
- Assist in managing effective relationships with outside partners (vendors/consultants)
- Serve as liaison with vendors and clients on meeting/event related matters.
- 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.
- Adhere to all deadlines and turnaround timelines.
- 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.
- Bachelor’s degree or equivalent experience required.
- Minimum of 3-5 years meeting/event planning experience required.
- Contract negotiation/renegotiation skills
- 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 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.
- Travel Required up to 30%
- Ability to understand and direct multiple messages from multiple inputs to achieve event goal.
- Ability to develop and implement multiple events simultaneously.
- On-site strategic supervision of staff, vendors, and stakeholders to ensure maximum experience value (including knowledge transfer) for event attendees.
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
- Tuition reimbursement
- 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!