POSITION SUMMARY

The Events Manager works independently to oversee AAPIP’s overall event management portfolio while collaborating closely with colleagues, senior leadership, partners, and vendors to bring a shared vision to life. This role requires the ability to manage multiple, often competing priorities; communicate clearly about timelines, commitments, and resource needs; and follow through on projects to successful completion, frequently under deadline pressure.

In addition to delivering high-quality, inclusive and accessible events, the Events Manager plays a key role in strengthening organizational effectiveness by identifying opportunities to improve systems, streamline processes, and develop clear tools and documentation that support consistent execution across the organization. The role also provides guidance, training, and responsive support to internal teams and external partners on event-related needs.

CORE RESPONSIBILITIES & IMPACT

Essential duties and responsibilities include, but are not limited to, the following:

Event Management

● Serve as project lead on external events, including the annual national convening, regional receptions, partner collaborations, and stakeholder engagements.

● Collaborate with the Senior Leadership Team and internal stakeholders to clarify event goals, expectations, roles, and support needs.

● Provide comprehensive event planning and logistics support, including the determination of event goals and theme, venue and vendor coordination, meal planning, communications, registration, calendar management, budgeting and forecasting, and space planning.

● Manage and maintain the organization-wide event calendar; anticipate upcoming events and take a proactive role in advance planning.

● Oversee project management of all event details including real-time budgeting and forecasting, assessing risks, and proposing solutions.

● Lead on-site execution of events and coordinate with AAPIP’s team of around 10 staff to ensure events are executed smoothly, including room setup, materials preparation, food and beverage, registration and check-in, real-time troubleshooting, and teardown/cleanup.

● Proactively identify and resolve issues that arise before, during, and after events.

● Develop and document improved systems, templates, and practices to strengthen event planning and execution.

● Conduct post-event evaluations and coordinate the capture of learnings, feedback, and recommendations for future events.

● Maintain detailed records related to events, including menus, costs, vendor performance, accessibility considerations, and participant feedback.

● Conduct site visits and prepare cost comparisons for potential venues, ensuring alignment with event goals, accessibility needs, and budget parameters.

Vendor Management

● Build and maintain strong relationships with external vendors, with an emphasis on long-term partnerships.

● Coordinate with vendors on all logistics, including load-in and badging, signage, room setup, décor, audio/visual needs, and special requests.

● Negotiate contracts in collaboration with AAPIP’s Administrative team.

● Provide clear, constructive feedback to vendors to ensure high-quality service and continuous improvement.

● Review vendor invoices for accuracy, resolve discrepancies, and submit for payment in a timely manner.

● Identify and source new vendors aligned with organizational values, prioritizing Asian American-, Native Hawaiian-, Pacific Islander-, other communities of color-, or women-owned, eco-friendly, and local businesses.

EDUCATION, EXPERIENCE & QUALIFICATIONS

Outstanding candidates will bring many if not all of the following skills and experiences.

Experience & Education

• Minimum of 5+ years of experience serving as the primary lead for event management, including:
• Establishing effective event processes, procedures, and policies;
• Venue scouting, selection, and management;
• Budget management and forecasting;
• Project management and delegation with vendors and other staff; and
• Event logistics, catering, and audio/visual coordination for in-person and hybrid events.
• Experience in the nonprofit sector, Asian American, Native Hawaiian and Pacific Islander (AANHPI) causes, or familiarity with philanthropy strongly preferred.
• High School diploma or equivalent required; Associate’s or Bachelor’s degree preferred.

Skills & Competencies

• Strong working knowledge of Google Workspace, Canva, Asana, and Slack; openness to learning new technologies; experience with Neon CRM and Whova preferred.
• Excellent interpersonal skills and the ability to build trust and collaborate with diverse stakeholders, including staff, vendors, partners, executives, board members, sponsors, and community members.
• Exceptional organizational skills, with the ability to manage multiple priorities and maintain strong attention to detail.
• Proactive, solutions-oriented problem solver with sound judgment and decision-making abilities.
• Ability to adapt to changing priorities and maintain a high level of responsiveness and customer service.
• Creative thinker who can translate ideas into well-executed plans.
• Technical proficiency in setting up presentations and supporting audio/visual systems.
• Demonstrated commitment to intercultural understanding, accessibility, and inclusive event design.
• Demonstrated knowledge of and commitment to addressing racism and other systemic inequities.
• Excellent written and verbal communication skills.
• Strong interest in continuous improvement and process refinement.
• Ability to handle sensitive and confidential information with integrity.
• Highly resourceful team player who is also effective working independently.

WORK ENVIRONMENT, TRAVEL & PHYSICAL REQUIREMENTS

• AAPIP is a fully remote organization with team members located across the United States.
• Travel is required nationally as needed to support event management, conferences, and other organizational responsibilities.
• This role requires regular use of a computer and virtual communication tools.
• During events, the position requires moving around venues, standing for extended periods, and the ability to lift, move, and retrieve objects up to 25 pounds, as well as bend, stoop, crouch, and reach.
• Event schedules may require early mornings, evenings, longer days, and weekends.

COMPENSATION & BENEFITS

The annual salary range for this exempt position is $75,000-85,000, commensurate with experience, skills and education plus a generous benefits package that includes medical, dental, vision coverage, life insurance, sabbatical policy, and 401K employer match.

TO APPLY

Please submit your cover letter and resume to jobs@aapip.org with the Subject Line: Event Manager. Applications will be evaluated on a rolling basis with priority given to applications received on or before February 20, 2026.

More information about AAPIP may be found at: https://aapip.org/.

AAPIP is an Equal Opportunity Employer. It is our policy to make all personnel decisions without discriminating on the basis of race, color, creed, religion, sex, gender identity, physical disability, mental disability, age, marital status, sexual orientation, serostatus, citizenship status, national or ethnic origin. We recognize that various historically marginalized communities – particularly women, LGBTQ people, and people of color – are less likely to apply and are underrepresented in positions of leadership in philanthropy. We encourage these communities to apply even if you don’t meet 100 percent of the qualifications.