Conference and Event Manager

Founded in 1873, the non-profit U.S. Naval Institute (located at but not part of the U.S. Naval Academy in Annapolis, MD) is a non-governmental, independent publisher whose mission is to advance the professional, literary, and scientific understanding of sea power and the critical issues shaping global security.

The Conference and Event Manager is a key member of a small, highly functioning team responsible for the end-to-end execution of conferences, events, and related programs, ensuring all deliverables are planned, tracked, and executed with precision. This role serves as the logistical and operational lead across multiple events, translating strategy and program direction into detailed timelines, coordinated workflows, and seamless on-site execution.

Core Responsibilities Event Planning & Execution

• Assist/Lead the planning and execution of assigned conferences and events from concept through post-event closeout
• Own and manage logistics including venue management, vendor coordination, AV, food and beverage, registration, and on-site operations
• Serve as the lead staff member and subject matter expert for event management software (Cvent, Cadmium) and proactively identify opportunities to improve processes, data integrity, and overall system utilization

Project Management

• Develop, manage, and maintain comprehensive and detailed event timelines, task lists, and production schedules across all phases of execution
• Ensure all deliverables are completed on time and align across platforms (website, marketing, agendas, speaker materials, etc.)
• Track progress, identify risks, and proactively adjust timelines to maintain execution standards

Speaker & Program Support

• Support/manage speaker coordination and logistics in partnership with the Director
• Draft and manage formal speaker correspondence, program materials, briefing documents, etc.
• Ensure all event details are accurate, up to date, and aligned across platforms and materials
• Manage sponsor communications and ensure seamless fulfillment of all contracted benefits across conferences and events, delivering a high-quality and consistent sponsor experience

Marketing & Promotion

• Assist with development and execution of marketing strategies and materials, to include graphics, e-communications, invitations, social media, etc.

On-Site Event Management

• Participate in on-site execution, ensuring all elements of the event run smoothly and according to plan

Requirements You will excel in this role if you:

• Take pride in precision - bringing strong attention to detail, organization, and a proactive approach to managing the logistics of conferences and events
• Keep the team and projects on track - confidently managing across departments and teams and influencing up, across, and within the organization to deliver results on time
• Adapt quickly under pressure - troubleshooting issues in real time and maintaining a high-quality attendee experience
• Think strategically, communicate clearly, and execute with urgency
• Demonstrate excellent written communication skills, including editing and proofreading with a sharp eye for accuracy
• Bring creativity and enthusiasm, with a willingness to think outside of the box to generate revenue, build the brand, and strengthen relationships with stakeholders while contributing to a mission-driven organization
• Embrace new tools and technologies, becoming proficient in event platforms while identifying opportunities to improve efficiency and effectiveness through technology and process improvement

Skills And Experience

• Two to four years of professional experience and bachelor’s degree preferred
• Experience in conference and event planning preferred

The U.S. Naval Institute is an Equal Opportunity Employer/Veterans/Disabled