International Events Program Director

*Note: This role is performed remote from anywhere in the world. Must be able to travel to our international events.

This role is responsible for the end-to-end planning, coordination, and execution of our international Summits and Academies.

AVA International’s Event Manager will manage logistics, location and vendor relations, program schedules, and participant experiences for multiple international events annually. They will be leading our onsite event teams.

The ideal candidate is an exceptional high-agency project manager and negotiator with strong international experience, strong attention to detail, and an unstoppable passion for producing life changing gatherings.

Applications are open until December 15. Shortlisted candidates will be contacted by December 30, with interviews starting in January 2026.

Key Responsibilities

Event Planning & Logistics

• Develop and manage detailed event project plans, timelines, and budgets, in collaboration with the Senior Leadership Team.
• Coordinate venue selection, site visits, contract negotiations, and vendor management (catering, A/V, travel, onsite design, etc.). 
• Handle event registration processes before and onsite.

Local Event Logistics & Resource Documentation

• Create comprehensive local logistics and resource documents for every event, tailored for each stakeholder group (attendees, exhibitors, sponsors/partners).
• Include essential details such as venue access, schedule overview, event app Whova login instructions, map links, transportation guidance, cultural notes, nearby restaurants, hospitals and emergency contacts, etc. and all on-site support procedures.
• Ensure information is always accurate, approved, and distributed to the Communications Department to send to appropriate channels.

Interdepartmental Program Management

• Support the Senior Leadership with strategic planning of future event locations considering impact, accessibility, safety, visa requirements, cultural considerations, and logistics. 
• Collaborate with the Program Department to bring their vision of compelling event agendas to life, including (e.g., travel, accommodations, tech needs).
• Collaborate with the Communications & Partnerships team to produce event materials (e.g., lanyards & name badges, signage, digital assets).

International Coordination

• Manage all international event logistics, incl. liaising with global partners, vendors, and participants across all time zones.
• Ensure all events comply with high safety, legal, and operational standards in any country.

On-Site/Event Execution

• Serve as the primary point of contact for the whole AVA team on-site during events, managing staff, vendors, and volunteers, shielding AVA Senior Leadership members from operational interruptions.
• Engage with attendees on the Whova app and answer live logistical questions throughout the event
• Organize, train, and manage on-site staff and volunteers and troubleshoot real-time issues and ensure smooth execution.
• Coordinate all event-specific merchandise logistics, including vendor liaison (e.g., Causewear partner), ordering timelines, approvals, shipping/receiving, inventory counts, and booth setup. 
• Manage POS systems and payment methods for on-site sales, including cashless policies, device prep, float planning if relevant, and compliance with local tax requirements.
• Track inventory before, during, and after events and maintain communication with accounting/finance regarding sales, reconciliation, and restocking needs.
• Ensure all merch and co-branded materials meet AVA brand standards and are delivered on time to the venue.
• Support fulfillment of sponsor/partner merchandise-related perks (co-branded items, bag inserts, giveaway coordination, etc.)
• Capture feedback, metrics, and learnings to improve future events, produce an operational post-event assessment with learnings and recommendations for continuous improvement across regions.

Accessibility, Safety & Compliance Execution

• Ensure all events meet AVA’s standards for accessibility, safety, and risk management, including coordination of dietary needs, prayer/quiet/lactation rooms, mobility access, and translation/technical accommodations.
• Implement on-site incident response protocols and support enforcement of the Code of Conduct and Safety Policy.

Post-Event Follow-up

• Lead post-event debriefs, impact reports, and participant surveys.

Skills & Knowledge

• Excellent project management and budgeting skills.
• Excellent interpersonal, negotiation, and communication abilities.
• High agency mindset & ability to work collaboratively across all cultures and geographies.
• Comfortable managing competing deadlines and priorities in a fast-paced environment.
• Willingness to travel internationally several times per year.
• Multilingual or cross-cultural experience is a plus.
• Familiarity with Asana and CRM Systems like Copper.

Qualifications

• 5+ years of event management experience.
• Strong track record of producing international events or summits.
• Experience in nonprofit, advocacy, or mission-driven sectors is a plus.

Applications are open until December 15. Shortlisted candidates will be contacted by December 30, with interviews starting in January 2026.