Events Manager

International Association of Young Lawyers

About the Organisation

AIJA, the International Association of Young Lawyers, is the only global association devoted to lawyers and in-house counsel 45 and under. Since 1962, AIJA has provided outstanding international opportunities for young lawyers to network, learn, and develop. AIJA currently has a community of over 6,000 people in 100+ different countries. The AIJA community is very diverse, with members coming from law firms of all sizes and cultures, as well as in-house counsel, in both the private and public sectors.

The activities of AIJA are coordinated by 18 academic commissions, in charge of organising our events all around the globe and keeping members up to date in their respective areas of practice. AIJA is committed to defending and taking an active part in promoting core legal principles, such as the rule of law and human rights principles. We respect the integrity of each civilised society of the world and aim to advance cross-cultural understanding among members and other participants in the legal profession.

About the role

The International Association of Young Lawyers (AIJA) is seeking a dedicated and experienced Events Manager to lead the planning and execution of AIJA’s main flagship event, the Annual Congress, plus develop, implement, and maintain an event project management system to optimize standardization and operational efficiency across the event team’s planning and event management. Furthermore, there is scope for this role to plan and execute smaller-scale events and seminars, such as Annual Regional Meetings, as capacity allows.

The Annual Congress typically gathers 500 to 1000 attendees, and it is a critical component of our association’s mission to provide valuable experiences to our members. The Events Manager plays a pivotal role in ensuring the seamless planning, execution, and successful conclusion of this high-profile event and serves as the principal point of contact. This involves close collaboration with the Organising Committee, the Bureau, and the AIJA Team. The Events Manager is an individual contributor responsible for the end-to-end planning and execution of AIJA’s flagship Annual Congress.

This role also leads the development of a project management system standardization to improve operational efficiency across the events team. While not managing direct reports, the Events Manager will collaborate closely with events team members and internal stakeholders to support team-wide planning and reporting. This role will report directly to the Managing Director and provide consistent updates to the AIJA Bureau on the progress of various events across the team. You will become part of a talented Events Team and will maintain a high standard for the AIJA events to maintain rigorous organisation and effective communication.

Responsibilities

Conceptualisation and Project Management:

• Conceptualisation: develop and implement event ideas that align with the association’s mission and goals.
• Project management: take charge of the diverse teams involved in all aspects of the event planning, providing clear direction and guidance.
• Budget management: develop and manage event budgets, ensuring efficient allocation of resources and strict cost control.
• Stakeholder engagement: build and maintain relationships with key stakeholders and partners, such as convention bureaus, to enhance event outcomes.
• Trend leadership: stay updated on the latest event industry trends and make sure AIJA is at the forefront of these trends.

Overall Coordination:

• Organises onsite visits prior to the events.
• Secures, books, and contracts with suitable venues (hotels, social programme activities, etc.).
• Identifies and liaises with vendors (hotels, audio-visual, catering, meeting support material, DMCs), providing them with meeting specs.
• Negotiates contracts with event vendors, particularly with hotels and DMCs.
• Develops and monitors all event-related budgets.
• Drives and implements sustainability-related initiatives and practices.
• Coordinates and manages programme details, including meeting room set-up, audio-visual, registration process, home hospitality, food functions, on-site team, and transportation.
• Collaborates with the Community Manager to oversee the tasks of Academic Coordinators, which encompass responsibilities related to content creation, speaker coordination, and schedule management.
• Guides and supervises technical teams, demonstrating a strong understanding of AV setup and design, and the mobile app.
• Works in partnership with the Community Manager on event-related marketing and communication efforts.
• Manages the engagement of various AIJA entities, including the SCILL Commission, Sustainability Board, etc.
• Collaborates with the Organising Committee to facilitate their fundraising efforts and assists in the preparation of sponsorship brochures, as well as managing confirmed sponsors.
• Organises the onsite AIJA internal meetings for commissions and leadership. 
• Ensures quality control in all events.
• Conducts team briefings to ensure all team members and event support staff understand their roles and responsibilities, particularly during onsite event execution.
• Delegates across team members and event support to ensure execution of the event itinerary.
• Manages time effectively and sticks to the event schedule with clear focus.
• Handles post-event tasks, including conducting feedback surveys, reviewing invoices, and conducting debrief sessions to gather insights and lessons learned.
• Manages VAT-related matters within the event, guaranteeing the precise incorporation of local VAT rates into the event budget.

Event Planning, Project Management & Operational Efficiency:

• Develop system and templates for detailed project plans, timelines, and workflows across all events.
• Works with other event managers to develop project management collateral for different types of events. 
• Streamline event workflows and standardize reporting across the event team.
• Monitor progress of masterplans and progress and adjust plans to meet the changing needs of event managers changing needs and constraints.
• Implement tools and systems to improve timeline reporting, scheduling, vendor management, reporting, and document sharing.
• Identify and resolve operational bottlenecks to enhance event team delivery.
• Analyze all event surveys, post-event evaluations, and identify areas with the events team for operational and process improvement.
• Work directly with the events team to produce best practices, standard operating procedures, and event playbooks for the event team.

Other AIJA Events:

• Organising three to five additional events, including but not limited to from End of Year dinner, Annual Regional Meetings, Retreats, and Seminars.

Skills, Competencies & Experience

Skills & Key Competencies:

• Proven experience (8+ years) in event management, with a track record of successfully planning and executing large-scale events.
• Is a self-starter that possesses a positive attitude and energy with a strong ability to work in multicultural, diverse, and multistakeholder environments. 
• Strong project management skills and the ability to lead project management implementation.
• Experience with project management tech stack, such as Monday.com, and advanced spreadsheet proficiency.
• Exceptional organisational and multitasking abilities.
• Excellent communication, negotiation, and problem-solving skills.
• Effective budget management expertise.
• Highly detail-oriented with a keen eye for efficiency and time management.
• Fluency in English (written and spoken) is essential, and proficiency in other languages is an advantage.
• Availability and readiness to undertake international travel as required.
• Seasoned, flexible, and energetic team player with a growth mindset.
• High skill level of prioritisation of planning and organization, with a bias towards efficiency.
• Adaptable to changes in a constantly evolving work environment, manages competing demands, and effectively deals with change, delays, and unexpected events.
• Identifies and resolves problems promptly by gathering and analysing information and acting skillfµully.

Compensation & Benefits

• Attractive compensation package.
• Access to professional development opportunities.

Working locations

• Brussels, Belgium (Hybrid) or Global (Remote)

How to apply

• Enthusiastic candidates should submit their CV, cover letter, and event portfolio to [email protected] by October 31st, 2025

Interviews

• Please note that only applicants selected for an interview will be contacted.

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