Meeting Planner

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About Kadre Management

Kadre Management is an association management firm that helps volunteer-led nonprofit organizations thrive. We bring together experienced nonprofit executives, meeting planners, and other skilled professionals to provide the leadership, expertise, and the hands-on support that associations need to fulfill their missions and serve their members. Team members are partnered with associations and work as part of a virtual team, providing the day-to-day management, strategic support, meeting planning, and other services needed for each organization to succeed. At Kadre Management, we help nonprofit associations manage success.

The Meeting Planner will plan and deliver conferences, annual meetings, webinars, and other programs for nonprofit association clients, working collaboratively with Kadre colleagues and volunteer leaders.

Position Overview:

Kadre Management is seeking an organized, resourceful Meeting Planner to plan and deliver conferences, annual meetings, webinars, and other events for nonprofit association clients. This full-time position combines detailed event management with responsive client service in a collaborative, virtual professional-services environment.

The Meeting Planner will work closely with volunteer leaders, Kadre colleagues, speakers, sponsors, exhibitors, venues, and vendors to coordinate successful programs from initial planning through onsite execution and post-event follow-up. Assignments may span multiple association clients and include travel for conferences and meetings.

The position also supports other Kadre client meetings and events as business needs require.

Responsibilities:

Plan and Deliver Conferences and Meetings

• Develop event work plans, timelines, task lists, and production schedules; monitor deadlines and follow through on deliverables.
• Coordinate venue selection, room blocks, meeting space, food and beverage, audiovisual needs, transportation, signage, and other logistics.
• Support venue and vendor sourcing, proposals, negotiations, and contract administration, obtaining required approvals before commitments are made.
• Build and monitor event budgets, track expenses and revenue, reconcile invoices, and flag variances or financial risks promptly.
• Manage registration processes, attendee communications, event websites or platforms, and accurate participant records.
• Coordinate speaker invitations, submissions or abstracts where applicable, session schedules, presentations, and onsite speaker support.
• Support sponsorship and exhibitor fulfillment, including deliverables, communications, logistics, and recognition.
• Prepare run-of-show documents, staff assignments, event materials, and contingency plans; manage onsite operations and resolve routine issues.
• Complete post-event reconciliation, evaluations, reporting, and recommendations for improvement.

Support Kadre Clients and Collaborate Across Accounts

• Serve as a responsive point of contact for client leaders, committees, participants, and event partners within assigned responsibilities.
• Coordinate planning meetings and provide clear status updates, action items, and timely escalation of decisions or risks.
• Support virtual meetings, webinars, committee programs, and additional Kadre client projects as assigned.
• Maintain accurate event documentation, records, time entries, and client information in approved systems.

Strengthen Kadre’s Meeting-Planning Infrastructure

• Contribute to shared event templates, checklists, procedures, vendor resources, and other tools that improve quality and consistency.
• Collaborate with colleagues across client accounts, share knowledge, and identify practical process improvements.
• Protect confidential Kadre and client information and exercise appropriate professional judgment.

Required Qualifications

• Demonstrated professional experience planning and executing conferences, meetings, or comparable multi-component events.
• Strong project-management and organizational skills, with the ability to manage overlapping deadlines, budgets, vendors, and stakeholders.
• Experience coordinating event logistics, registration, speakers, and onsite delivery.
• Excellent written and verbal communication and client-service skills.
• Ability to work effectively with nonprofit boards, volunteer committees, sponsors, exhibitors, and professional audiences.
• Sound judgment, attention to detail, and ability to resolve routine issues independently while escalating matters requiring approval.
• Proficiency with remote collaboration tools, spreadsheets, virtual meeting platforms, and the ability to learn event-management systems.
• Ability to travel several times annually and work early mornings, evenings, weekends, and extended days during events.
• Ability to work independently and collaboratively in a virtual professional-services environment.
• Bachelor’s degree or equivalent combination of education and relevant professional experience.
• Kadre Management values in-person collaboration and relationship-building. For this reason, preference will be given to candidates who reside in North Carolina.

The preferred candidate will also possess these skills and experiences:

• Experience supporting nonprofit associations, membership organizations, or volunteer-led organizations.
• Familiarity with conference registration systems, event websites, virtual event platforms, and reporting dashboards. Experience with sponsorship and exhibitor logistics, abstract management, and multi-day conferences is a plus.

Compensation: Salary is commensurate with experience and ranges between $60,000 - $70,000

Benefits:

Health insurance

Dental, vision, and life insurance options

15 days of paid time off (PTO) and 12 paid holidays

401(k) option

Why Work at Kadre? Kadre offers the opportunity to do meaningful, challenging work with a small team that values initiative, flexibility, and professional judgment. Kadre offers the opportunity to do meaningful, challenging work with a small team that values initiative, flexibility, and professional judgment.

• Flexibility and autonomy: Work remotely and enjoy flexibility in how you structure your schedule while meeting client and team commitments.
• Variety and professional growth: Plan and deliver meetings and conferences for a diverse range of nonprofit association clients.
• A collaborative team: Work alongside experienced nonprofit executives, meeting professionals, and other specialists who share knowledge and support one another.
• Meaningful impact: Help nonprofit organizations strengthen their operations, engage their volunteer leaders, serve their members, and achieve their missions.
• A nimble workplace: Be part of a small organization where good ideas can become reality quickly, your contributions are visible, and you help shape how Kadre works and grows.

How to Apply: Please submit your résumé and a cover letter. In your cover letter, please address the following:

Relevant experience: Describe a conference or complex meeting you planned or managed. Explain your responsibilities, the scope of the event, and how your experience prepares you for this position.

Managing competing priorities: Describe how you have managed multiple event deadlines, vendors, or client needs at once. How did you organize the work and ensure successful delivery?

Application deadline: Candidates are strongly encouraged to apply by November 15, 2026 to be considered for the first round of interviews. Applications may be accepted after this date.

Kadre Management is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other status protected by applicable law.