Associate Director of Convening Operations

About the role:

Indivisible Project is hiring an Associate Director of Movement Convening Operations, to join our team.

Reporting to the Director of Movement Support, the Associate Director provides strategic leadership and oversight for the end-to-end logistics, travel systems, participant registration, and operational execution of approximately six regional convenings that will average about 300 attendees per convening.

This role supports the Director in driving the overall strategy for how these convenings will become a reality in 2027. Developing the frameworks, systems, processes, and staffing structures needed to ensure consistent, efficient, and high-quality execution across all six events.

This position will be required to attend all six regional convenings across the United States starting in May of 2027 and wrapping up in September 2027, exact dates to be determined. They will be joined with a core team of trainers and staff members

The Associate Director will directly supervise the Movement Training Operations Manager. Responsible for executing event operations, providing clear direction, establishing priorities and accountability, and ensuring strong coordination across remote teams, vendors, partners, and internal stakeholders.

This role requires significant event experience, someone who is a highly strategic, systems-oriented leader who can translate the organizational vision into 6 effectively executed regional convenings. This person should have the ability to anticipate and manage complex logistical needs, and proactively identify and resolve challenges in a fast-paced environment.

Exceptional communication, relationship-building, team leadership, and problem-solving skills are essential, along with a deep commitment to diversity, equity, inclusion, accessibility, and participant safety across all aspects of event operations.

This is a temporary full-time role expected to require 40 hours per week, with an end date in November of 2027. The salary for this position is $110,000 a year. Indivisible offers a comprehensive employer-sponsored benefits package, including medical, dental, and vision coverage; a company-sponsored Health Reimbursement Arrangement (HRA); FSA with limited matching, and a 401(k) retirement plan with up to a 5% employer match. Employees are fully vested upon becoming eligible.

What you'll do:

Event Logistics & On-Site Execution - 50%

• Lead and manage the event operations team responsible for executing the operational strategy across six regional convenings, setting clear priorities, roles, expectations, and accountability structures.
• Develop staffing plans and operational workflows that ensure the team is appropriately resourced and positioned to deliver seamless events across multiple locations.
• Provide coaching, guidance, and real-time decision-making support to team members before and during events, fostering a collaborative, solutions-oriented culture.
• Provide oversight of on-site operational execution for multi-day hotel conferences, ensuring event timelines, room setups, production schedules, staffing plans, and vendor operations are coordinated and executed effectively.
• Establish and oversee comprehensive run-of-show and event logistics plans, including registration, signage, materials, room transitions, vendor schedules, and other operational details.
• Serve as an operational decision-maker on-site, anticipating challenges, resolving issues, and adapting plans as needed in a fast-paced environment.
• Coordinate across internal teams, vendors, partners, and leadership to ensure consistent execution and a seamless participant experience across all six convenings.
• Support in conducting post-event assessments and lead continuous improvement efforts to strengthen systems, processes, and team performance for future convenings.
• Embed diversity, equity, inclusion, accessibility, and belonging into the strategy, systems, and execution of all six regional convenings.
• Provide strategic oversight of event safety and security planning, partnering with security teams and internal stakeholders to assess risk and develop appropriate protocols for large-scale public and political gatherings.
• Ensure the operations team is equipped with clear guidance, training, and escalation protocols related to participant safety, accessibility, security, and emergency response.
• Build and maintain strong relationships with internal stakeholders, participants, vendors, partners, and community members, serving as a senior point of contact and trusted problem-solver throughout the event lifecycle.
• Model high-touch, empathetic, and culturally responsive engagement with participants and ensure that the event operations team delivers a consistently welcoming and supportive experience.
• Anticipate operational, safety, accessibility, and stakeholder risks and lead the development of proactive strategies to address them.
• Other duties as assigned.

Event Strategy, Travel, Systems & Participant Registration - 25%

• Drive the operational strategy and planning framework for six regional convenings, establishing consistent systems, processes, timelines, and standards that enable high-quality execution across all events.
• Lead on the operations for participant registration and communications, ensuring registration systems, pre- and post-event surveys, accessibility requests, travel needs, and participant data are managed effectively and consistently.
• Establish and oversee processes to ensure individual travel itineraries are accurate, cost-effective, accessible, and aligned with organizational policies and participant needs.
• Develop and continuously improve operational systems, tools, and workflows that can be effectively replicated across all six regional convenings.
• Partner with internal stakeholders to anticipate operational needs, identify risks, and develop solutions that support successful event delivery.
• Other duties as assigned.

Vendor Management, Contracting & Budgets - 25%

• Provide strategic oversight of event budgets across six regional convenings, including developing budget frameworks, forecasting expenses, monitoring spending, and ensuring resources are allocated effectively.
• Establish systems for real-time budget and expense tracking, providing leadership with clear visibility into financial performance, risks, and emerging needs.
• Lead on research, negotiation, selection, and management of vendors for large-scale events, including venues, hotels, audiovisual teams, caterers, entertainment, and other event partners.
• Build and maintain strong relationships with key vendors and external partners, ensuring contracts, deliverables, and service standards align with organizational goals.
• Partner with internal legal and finance teams to establish efficient contracting and approval processes and ensure timely execution of vendor and hotel agreements.
• Provide strategic oversight of hotel room blocks, attrition management, master account reconciliation, and other major event-related financial commitments.
• Lead the development of vendor management systems and best practices that can be applied consistently across all six regional convenings.
• Other duties as assigned

Qualifications:

• At least 5 years of experience in complex event operations and project management, including substantial experience planning and executing large, multi-day, in-person events.
• Demonstrated ability to manage complex projects with multiple stakeholders, competing priorities, and tight timelines.
• Experience supervising staff, coordinating teams, and providing clear direction and accountability.
• Strong strategic and systems thinking, with the ability to develop operational plans, processes, and tools that support consistent execution at scale.
• Experience managing event budgets, vendors, contracts, and complex logistics.
• Excellent judgment and problem-solving skills, including the ability to anticipate challenges, make decisions under pressure, and adapt quickly to changing circumstances.
• Strong written and verbal communication skills, with the ability to build effective working relationships across teams and with external partners.
• Proficiency with digital project management, communication, and collaboration tools.
• Commitment to Indivisible's mission and values, including diversity, equity, inclusion, and accessibility.
• Ability and willingness to travel domestically to all six regional convenings between May and September 2027.

Desired Qualifications:

• Experience planning and executing large-scale trainings, conferences, or convenings for nonprofit, advocacy, or movement organizations.
• Familiarity with grassroots organizing, distributed organizing, and coalition-based work.
• Experience supporting events with complex participant travel, accessibility, or safety needs.
• Experience working in a progressive nonprofit or advocacy organization.

About Indivisible Project

We’re building something new. We’re a progressive grassroots organization that began in the aftermath of Trump’s election. We’re working to build a democracy that reflects a broad, multiracial “we the people,” one that works for all of us and is sustained by all of us. To support this movement, we’ve built an incredible team at the national level. We dream big, we support each other, and we have fun doing it. For more information about Indivisible’s vision, mission, and theory of change, click here.                              

We’re changing what’s politically possible. Indivisible is part of the powerful progressive movement reaction to Trump, fighting the racist, misogynistic, plutocratic, and authoritarian agenda trumpeted by Trump and the GOP congress. Don’t take our word for it; Indivisible has been featured on the Rachel Maddow Show multiple times, as well as in the New York Times and in pretty much every other major news outlet in the country.

We’re building together. We’re building a new organization every day - a rare opportunity to model what we want to see in the world. We’re deeply committed to equity and building a diverse and inclusive organization.

We’re looking for you. If you want to fight for the soul of American democracy, there’s no better place to be than Indivisible. We’re looking for more team members who are passionate about building an inclusive democracy and committed to getting results. It’s an exciting, fulfilling place if you’re someone who wants to fight fiercely for the progressive world we want to have.

Every one of us on the national team is here because we believe this movement is the best way to retake and build progressive power in this country. Does that ring true for you? If so, great - throw your hat in the ring to join our team. Let’s start #winning together. For more information about Indivisible’s organizational principles, click here.

Indivisible Project is an equal opportunity employer. We strongly encourage and seek applications from women, people of color, including bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, color, creed, religion, gender, gender identity, gender expression, sexual orientation, sex, age, mental or physical disability, medical condition, ancestry, national origin, marital or family status, caregiving responsibilities, genetic information, class or caste, personal appearance (including size and weight), immigrant status, military status, veteran status or other legally protected status. Reasonable accommodation will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of support needs at the time of application.