Maryland
Remote - Kansas City, Pittsburgh preferred locations
Alexandria, VA
Remote - Pittsburgh, Kansas City preferred
Rockville, Maryland
Posted: 17-Nov-25
Location: Raleigh, North Carolina
Type: Part Time
Categories:
Preferred Education:
Additional Information:
Part-Time Events Manager
Reports to: Vice President
Location: Remote (with travel 2-3 times per year)
Position Type: Part-Time (approx. 20 hours/week)
About the Organization
Woody Bibens and Associates, Inc. is a professional management company that was founded in 1989. We work with horticulture industry clients on state, regional and national levels, working with trade associations as well as companies and groups focused on marketing and promotion of the horticulture industry. While the company is based in Raleigh, NC, our team of part-time staff live in 4 states and collaborate virtually to deliver exceptional management services for our clients. We pride ourselves on our flexible work environment and regularly work around school schedules and family caregiving responsibilities.
Position Overview
The Part-Time Events Manager is responsible for planning, coordinating, and executing all association events, including educational webinars, select 1-day symposia, and a multi-day National Symposium. This role requires strong project management abilities, excellent communication skills, and experience in delivering high-quality virtual and in-person programming. The Events Manager works closely with internal staff, volunteer leaders, speakers, sponsors, and vendors to ensure seamless event experiences that advance the association’s mission and member engagement.
Key Responsibilities
Event Planning & Execution
- Plan, coordinate, and manage all logistical aspects of webinars, including scheduling, speaker support, and event execution.
- Serve as the primary project lead for the smaller 1-day symposia, working with the volunteer Board of Director to develop the program along with managing timelines, venue coordination, catering, speaker logistics, audiovisual needs, etc. Work with our internal registration, sponsorship, and marketing staff to ensure a seamless event.
- Oversee planning and execution of the multi-day National Symposium, including program development support, vendor and venue management, sponsor fulfillment, and onsite event operations. This includes working closely with a volunteer Local Planning Committee to develop the program.
- Manage event budgets; track expenses and ensure events remain within financial targets.
- Create and maintain detailed project plans, run-of-show documents, and event checklists.
Speaker Management
- Recruit, coordinate, and support speakers and facilitators; manage contracts, communications, and deliverables.
- Collaborate with the sponsorship team to fulfill sponsor and exhibitor benefits and ensure a high-quality partner experience.
- Serve as a liaison to internal teams, volunteer committees, and external stakeholders involved in content development or event planning.
Marketing & Communications Collaboration
- Work with the communications/marketing staff member to develop event promotion plans and timelines.
- Provide event details, speaker bios, descriptions, images, and updates to support promotional materials.
- Ensure accurate and timely information across the website, registration system, and member communications.
Qualifications
Required:
- 5+ years of experience in event planning, conference management, or related roles.
- Demonstrated success planning both virtual and in-person events.
- Strong organizational and time-management skills with the ability to manage multiple projects simultaneously.
- Excellent written and verbal communication skills.
- Strong interpersonal skills with the ability to work collaboratively with volunteer leaders and committees.
- Proficiency with webinar platforms (e.g., Zoom, GoToWebinar), event management systems, and standard office software.
- Ability to travel for events (2-3 trips per year). Must be able to travel within the United States and Canada.
Preferred:
- Experience working with trade associations, nonprofits, or member-based organizations.
- Familiarity with CRM or AMS systems.
- Bachelor’s degree in related field.
- Interest in horticulture or agriculture fields is a plus.
Work Environment & Hours
- Part-time position (20 hours/week). Position is hourly and is paid by direct deposit monthly. There is a Simple investment plan with company match available to staff.
- Flexible schedule, within reason.
- Remote work environment with strong virtual collaboration expectations.
How to Apply
Please submit your resume and cover letter to Emily at emily@woodybibens.com Applications will be reviewed on a rolling basis until the position is filled.