Associate Director, Special Events (Boston-based, Hybrid)

About NBTS:

National Brain Tumor Society (NBTS) unrelentingly invests in, mobilizes and unites our community to discover a cure, deliver effective treatments, and advocate for patients and their care partners. NBTS is a leading policy advocacy and research organization as well as a convener of brain tumor research leaders including industry, regulators, funders, clinician researchers and patient advocates. We also provide resources and personalized support to patients and families, and we bring all members of the brain tumor community together each year through our walks, races, community events and Gray Nation Endurance programs. Through collaborative leadership with partners, our results include paradigm shifting research discoveries, improved public policy related to brain tumor research and health care increased federal funding for brain tumor research, innovative new clinical trials, opportunities for entrepreneurship and venture philanthropy to benefit brain tumor research, and empowering collaborative advocacy that results in reforms and advances to health care and the development of treatments.

While we have seen significant progress in terms of scientific understanding of brain tumor biology, we are unsatisfied with the status quo of today’s treatment options. NBTS is committed to investment in new ideas and research poised to incent the development and realization of treatments that dramatically increase survival and quality of life for patients.

Position Summary:

The National Brain Tumor Society (NBTS) seeks a strategic, detail-oriented, and results-driven Special Events Manager to lead the planning, execution, and evaluation of special events. From small boutique events, to public receptions, to subject specific conferences, large-scale gala-like events, national awareness events to virtual convenings and organizational retreats, this role will serve as NBTS’s internal events expert and project management lead, ensuring events reflect our mission, drive impact, and create meaningful experiences for all participants.

This individual will work cross-functionally with colleagues across departments including Office of the CEO, Development, Marketing & Communications, Community, Research, and Policy & Advocacy to deliver seamless, mission-aligned events. This is a high-visibility, high-accountability role ideal for a stellar planner and communicator who thrives in a fast-paced, collaborative environment and brings exceptional project management skills to the table.

Supervision Exercised: None

Essential Duties and Responsibilities:

This is a representative list of the general duties the position may be asked to perform and is not intended to be all-inclusive.

Event Strategy & Planning:

• Lead end-to-end strategy, planning, and execution of all enterprise-wide events, including annual fundraising events, galas, donor summits, scientific symposia, internal retreats, and national awareness campaigns.
• Partner with senior leaders and stakeholders to define goals, success metrics, and key messaging for each event.
• Develop and manage detailed project plans, run-of-shows, speaker notes, coordinate presentations, timelines, and budgets.

Cross-Functional Project Management:

• Serve as project manager and primary point of contact for internal stakeholders, vendors, and venues.
• Drive proactive communications and seamless coordination across internal departments and external partners.
• Establish processes and systems to ensure consistent, high-quality event execution across the organization.

Event Execution & Production:

• Oversee all event logistics including venue selection, A/V production, catering, registration, accessibility, travel/hotel arrangements, and on-site or virtual coordination.
• Ensure exceptional guest experiences and mission-forward presentation across all event touchpoints.
• Lead live event operations, including managing staff roles, rehearsals, speaker support, and troubleshooting.

Evaluation & Continuous Improvement:

• Collect and analyze event data, attendee feedback, and stakeholder input to assess impact and identify areas for improvement.
• Produce post-event reports and debriefs with actionable recommendations.
• Maintain a centralized archive of event planning documents, templates, and lessons learned.
• Other duties as assigned.

Required Skills, Knowledge, & Abilities:

• 5+ years of experience planning and executing complex events across multiple formats (in-person, virtual, hybrid).
• Outstanding project management and organizational skills with the ability to manage multiple deadlines and stakeholders.
• Excellent verbal and written communication skills, including executive-level briefing and stakeholder engagement.
• Highly resourceful and solutions-oriented with a commitment to excellence and attention to detail.
• Keen aesthetic judgment in translating brand identity into compelling event experiences
• Ability to thrive in a fast-paced, mission-driven environment and collaborate across diverse teams.
• Proficiency in project management software and event platforms.
• Experience working in nonprofit or mission-driven organizations, ideally in the healthcare or patient advocacy space.
• Familiarity with donor-centered events and/or scientific or advocacy convenings.
• Knowledge of accessibility best practices and inclusive event design.
• Valid driver's license and access to a vehicle required. This role involves local travel to meetings and events requiring access to a car.

Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Location: Hybrid work will primarily be performed in a home office environment and in our Boston office.
• Ability to drive or commute to the Boston office 2-3 days per week is a requirement. Only candidates local to the Boston area will be considered.
• Please note that remote work must be performed in the employee’s state of residence at time of hire.
• Valid driver's license and access to a vehicle required.
• Hours: Normal hours for this role are 9 a.m. to 5 p.m. ET, Monday through Friday. Frequent attendance at NBTS events or meetings will be required on the weekend or outside of normal hours.
• Travel: Domestic travel by car and/or plane is required up to 20% of the time. Travel may be inclusive of day travel for meetings, overnight travel for events or a combination of both.
• This role is largely sedentary and requires sitting or standing in a stationary position for extended periods of time. This role frequently involves communicating on the phone and operating a computer for at least 70% of the work day.

Total Rewards:

• HMO and PPO Health Insurance, Dental and Vision Insurance
• Employer-funded Health Reimbursement Account (HRA)
• Flexible Spending Account (FSA) - medical and dependent care accounts available
• 100% employer-paid Group Term Life Insurance, Short-Term Disability Insurance, and Long-Term Disability Insurance
• 401(K) plan with 3% employer match (4-year vesting schedule applies)
• Employee Assistance Program
• Financial Planning and Wellness Assistance Program
• Length of service reward program
• Generous Time Off Policy
• Diversity, Equity, and Inclusion workgroup
• Employer-paid membership in MassBio, a leading life sciences professional organization
• Flexible work environment with remote and hybrid work options available for most roles
• Positive, collaborative, and transparent organizational culture with a commitment to continuous feedback, high performance, and career development

How to Apply:

To apply for this role, send a cover letter and a resume to careers@braintumor.org.

NBTS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, religion, color, national origin, sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.