Manager, Conference and Gatherings

POSITION SUMMARY

Reports to: Daniel Infeld, Senior Director, Programs

Prizmah is seeking a detail-oriented project manager with a disposition towards service. The Manager, Conference and Gatherings will coordinate event planning and manage participant, exhibitor, vendor, and stakeholder relationships for Prizmah’s 10+ annual in-person gatherings, dozens of online programs, and the biennial Prizmah Conference. To be successful in this role, the Manager, Conference and Gatherings will be a trusted and nimble collaborator for Prizmah teammates working on programs, operations, and communications, and will take initiative to manage simultaneous projects and competing priorities across teams. This individual will appreciate that their behind-the-scenes contributions enable the success of Prizmah programs and help Jewish day school leaders thrive.

CORE RESPONSIBILITIES

Calendar and Project Management

• Manage Prizmah’s internal program calendars and ensure their accuracy as an authoritative source of key details about our programs and gatherings.
  • Collect and disseminate information across our teams using collaborative tools such as Airtable, Slack, Box, and Google Suite.
• Collaborate with Prizmah teammates working on programs, operations, and communications to manage simultaneous projects and competing priorities.

Program and Event Planning

• Plan and manage event logistics for ten or more multi-day in-person gatherings and dozens of online programs per year, including but not limited to:
  • Create detailed event specifications to ensure that all vendors and staff have all necessary information and event logistics are executed seamlessly.
  • Work closely with vendor partners such as hotels, venues, caterers, AV companies, photographers, videographers, etc. to ensure accuracy in contracts, orders, and execution with a high level of accountability to deadlines and program and participant needs.
  • Partner with Prizmah’s program teams and marketing and communications team to project manage the design and production of event collateral including signage, program materials, swag, name badges, and other materials.
  • Manage Prizmah’s inventory of program supplies, work with program leads to identify supply needs, and order supplies as necessary.
  • Coordinate shipping and receiving of program materials and supplies.
  • Support on-site event logistics including load-in/setup, venue and vendor management, staffing the registration desk, and load-out.
  • Manage seamless technical production on Zoom and other online platforms.
• Provide excellent customer service, promptly answering participant questions and handling issues with care and sensitivity towards participants’ needs, including troubleshooting registration issues and processing refunds.
• Draft and process contracts, letters of agreement, and invoice requests for participants in Prizmah’s cohort programs, and for Prizmah program presenters and vendors.
• Partner with the Prizmah finance and operations teams to coordinate financial management for Prizmah programs. Track payables and receivables from contracting or registration through to invoicing and payment and ensure that payments are properly recorded in tracking systems and databases.

Exhibitor, Sponsor, and Prizmah Network Associate Sales and Relationship Management

• Collaborate with the Prizmah team to design compelling opportunities for organizations and companies to promote their products and services to schools at the Prizmah Conference and in our various publications and communications through the Prizmah Network Associates program.
• Partner with Prizmah’s operations team to design and administer efficient registration and fee payment systems for exhibitors, sponsors, and associates.
• Lead the sales process and manage relationships:
  • Generate leads, conduct sales and intake conversations, and facilitate registration and fee payment.
  • Build and maintain strong relationships with exhibitors, sponsors, and associates, attuned to exhibitor and sponsor needs and working collaboratively to come up with creative solutions.
  • Create and seamlessly manage systems to track the sales process and ensure visibility and alignment across Prizmah’s teams.
• Coordinate event logistics related to Prizmah Conference exhibitors: booth placement, setup, shipping and receiving, load-in and load-out, AV.
• Collect and organize copy and collateral for exhibitor, sponsor, and advertiser benefits: directory listings, graphics placement, etc.

EXPERIENCE AND QUALIFICATIONS

The ideal candidate holds a high standard of excellence for themself, has a strong attention to detail, approaches their work with a relational lens, and is excited to join a dynamic and nimble team. The Manager, Conference and Gatherings is a self-starter who takes initiative to contribute positively to the Prizmah team, find solutions to problems, and enable our collective success.

We are looking for someone who:

• Has a bachelor’s degree and 2-3 years of relevant program management, event management, or project management experience.
• Ideally lives in the Washington, DC metropolitan area and can work in an office in Rockville, MD a few days per week. We will also give strong consideration to candidates who could work in the New York Prizmah office. Prizmah is a remote-first organization, and we will consider exceptional candidates who are fully remote.
• Communicates clearly, effectively, and respectfully in writing and verbally.
• Is technologically fluent and able to learn new systems quickly. Previous experience managing systems with collaborative tools (Airtable, Google Sheets, Excel, Slack) is a plus.
• Manages and prioritizes multiple simultaneous projects with grace, generosity of spirit, and a sense of responsibility to their team.
• Brings a disposition of service to their work with internal and external stakeholders.
• Is able to travel six or more times a year for Prizmah in-person gatherings, events, and team meetings. Upcoming event dates include February 1-3, 2026 and March 28-30, 2027
• Has a knowledge of the Jewish community and the Jewish day school landscape.

What We Offer

• Prizmah offers an excellent benefits package that includes comprehensive health insurance with a range of plans to select from, matching contributions to 401k, flexible spending accounts, vacation and sick time, and parental leave.
• A work environment that prioritizes building a strong work-place culture. We value learning and professional development. You will be a part of a great team that cares deeply about the work we do and each other.
• Early close on Fridays for Shabbat and on the Erev (eve) of other Jewish holidays. Closed for Jewish holidays.
• Competitive salary in the non-profit field in the range of $60,000 - $65,000. Prizmah’s salary ranges are based on education, experience, and skill set required for each role. If your salary expectations are different and/or you have more experience than required, let’s talk.

Prizmah is an equal opportunity employer and encourages applications from all individuals. We value and are committed to advancing diversity, equity, perspective, inclusion, justice, and experience brought by people from all backgrounds. We strive for our team to reflect the diverse community we serve. Prizmah provides equal employment opportunities to all applicants and employees without regard to race, color, sex, pregnancy, veteran status, marital status, age, national origin or ancestry, citizenship, physical ability, sexual orientation, gender identity or expression, neurodiversity, any other consideration made unlawful by applicable federal, state, or local laws. In addition, the organization affirmatively seeks to advance the principles of equal employment opportunity as it applies to all policies and procedures relating to recruitment and hiring, compensation, benefits, termination, and all other terms and conditions of employment.