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Senior Program Manager, Conference Operations

BBYO
On-site
Washington, District of Columbia, United States DC

Position Summary: As Senior Manager for the BBYO Movement Experiences, you will be responsible for organization wide programs and logistics for BBYO’s International Convention and Human Resources department. 

For the Human Resources department (20%), your scope of responsibilities will include Staff Conference, Fellowship Kickoff retreat, Genesis (new employee) training. For International Convention (IC) 2025 (80%) you will be responsible for IC supplies, oversight of one evening event (programming and logistics), program rooming and IC meeting management.

Qualifications 

  • Hotel and conference experience including large scale meetings and events (minimum 3-5 years) preferred
  • Strong organizational, interpersonal, and customer service skills with the ability to manage multiple tasks and deadlines effectively.
  • Excellent project management, program planning, communication, and interpersonal skills, both written and verbal.
  • Proficiency in Microsoft Office Suite and ability to learn technology quickly (ex. Airtable)
  • Ability to work independently and collaboratively in a fast-paced environment through project completion
  • Ability to foresee problems and use appropriate problem-solving skills
  • Travel for events, pre-planning meetings, Movement Experiences Team retreats and other meetings. Travel = approximately 15-20% of the year
  • Hybrid position- based in Washington, DC- 3 days in the office/2 days remote
  • Minimum of a bachelor’s degree in hospitatlity, hotel & restaurant Management, event management, communication, marketing, public relations or related field

Key Responsibilities include but are not limited to: 

  • Managing and staying within budget
  • Following local/state regulatory guidelines
  • Consulting with event hotel
  • Managing vendors: Maintain partnerships with vendors and caterers

HR Program Responsibilities:

  • Organizing travel arrangements, meeting space and meals (kosher/kosher-style) throughout the events
  • Comfortable reading contracts to execute for event and key liaison to event hotel/space
  • Communicating registration, travel, programming, and other event details to participants
  • Review event expenses and bills to ensure timely payment to vendors and all internal charges are appropriate and align with BBYO travel policies
  • Overseeing the event: Oversee the set-up, execution, and closedown of events
  • Responsible for project managing Bi-annual Genesis conference, Summer Fellowship Kick-Off retreat, and Staff Conference

IC Responsibilities:

  • Support project plan for International Convention (IC) from a programmatic perspective, including but not limited to, helping to ideate and development creative content for teen experiences 
  • Support program teams - room sets, assigning space, ordering supplies and other items as needed 
  • Support operational aspects of convention, including helping build and manage all Leadership Team meeting and site visit agendas
  • Set up Monthly IC You Should Know Calls and manage agenda and speakers
  • Annual Airtable build -project management systems
  • Lead sub teams to plan key programmatic moments for International Convention (IC); (Responsibilities may change based off IC schedule and experience)

  Travel: 

  • Travel Requirements: 15-20% of Expected Travel
    • Required to attend BBYO’s International Convention. This person must be available for pre and post-convention days for setup and breakdown, approximately 12-14 days in convention city.
    • Travel also includes all program travel, team retreats, pre-IC meetings, etc.
    • The role is a full-time hybrid position based in Washington, DC- 3 days in the office/2 days remote.

Benefits of Working for BBYO: 

  • Health, Dental, Vision, Short- & Long-Term Disability, and 2.5x Salary Life Insurance
  • Unlimited paid time off (PTO)
  • 22 Paid Secular and Jewish Holidays
  • Flexible Work Environment
  • Generous 403b and Roth Retirement Plan with Vested Match

Candidate does not require any specific religious knowledge.

Salary range: $70,000-80,000


Event Summaries:

International Convention (IC): IC serves as the largest international gathering of Jewish teen leaders. Our unique program offers a fully immersive experience and attracts more than 5,000 guests each year. Location varies. IC occurs over President’s day weekend in February.

Staff Conference: In-person annual conference for all full-time BBYO employees (between 150-200 adult staff participants). This is a 4-day event that includes professional development, staff celebrations and awards, team building, and opportunity to network with colleagues. Location and dates vary from year to year.

Fellowship Kickoff Retreat: In-person annual retreat for our newest cohort of BBYO Fellows (between 5-20 adult staff participants). This retreat is to welcome fellows into BBYO and the workforce. This retreat will focus on fostering teamwork, relationship building, and providing insight and guidance for their new role. Location varies. This retreat occurs over the Summer (July or August).

Genesis: In-person bi-annual retreat for full-time BBYO new hires (between 5-30 participants). This is typically a 4-day event for new staff to help orient them into the organization.  The retreat includes an overview of our company culture, organizational wide goals and priorities, cross-departmental introductions and information, professional development and opportunity to build connections with colleagues. This re-treat takes place at our DC Hub in Washington, DC every Fall and Spring.