Seminar 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 Seminar Events Manager to lead the planning and execution of AIJA’s several seminars and other events. The AIJA Seminars and other events typically gather 50 to 300 attendees, and it is a critical component of our association’s mission to provide valuable education to our members. The Seminar Events Manager plays a pivotal role in ensuring the seamless planning, execution, and successful conclusion of these educationally intensive events and serves as the principal point of contact.

This involves close collaboration with the Academic Programme Committee (APC), Organising Commissions, the Bureau, and the AIJA Team. The Seminar Events Manager is an individual contributor responsible for the end-to-end planning and execution of several seminars and smaller-scale events. The Events Manager will collaborate closely with events team members, third-party vendors, 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 APC and Organising Commissions 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.

The International Association of Young Lawyers (AIJA) invites applications for the role of Seminar Events Manager, a dynamic and pivotal position within our association. As the Seminar Events Manager, you will lead the organisation of several of our seminars and additional events, such as Annual Regional Meetings, End of Year Dinner, and Retreats. These events are attended by 50-300 professionals. This role will develop, plan, and execute these events with the support of the AIJA team and Association members. This role offers a unique opportunity to shape educational, international events that significantly contribute to the legal community and work with a passionate team and organisation.

Responsibilities

Events (Seminars & Others) 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.

Events (Seminars & Others) Overall Coordination:

• 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.
• Organises site visit prior to the events, typically the ay prior to the Seminar or event.
• Collaborates with the APC to oversee the tasks of Organising Commissions and Commissions, 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 Communications department on event-related marketing and communication efforts.
• Manages the engagement of various AIJA entities, including the SCILL
• Commission, Sustainability Board, etc.
• Collaborates with the internal stakeholders to facilitate their fundraising efforts and assists in the preparation of sponsorship brochures, as well as managing confirmed sponsors.
• 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 the 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.
• Events include but are not limited to Seminars, Annual Regional Meetings, End of Year Dinner, and Women’s Retreat. Event planning will be split with current personnel; however, each team member owns the planning and execution of the events under their respective remits.

Seminars Events  Overall Coordination:

• Organise and secure venues, and contract services (hotels, activities, etc.).
• Liaise with vendors for meeting specifications and negotiate contracts.
• Implement sustainability initiatives and ensure quality control across all events.
• Coordinate with the Communications department for marketing, communication, and academic content.
• Manage engagement with AIJA entities and assist the Academic Programme Committee in organising the program Commission’s fundraising efforts.

Skills, Competencies & Experience

Required Skills:

• 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.
• 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 organisation, with a bias towards efficiency.
• Adaptable to changes in a constantly evolving work environment, manages competing demands, and effectively deals with change, delays, or unexpected events.
• Identifies and resolves problems in a timely manner by gathering and analysing information and acting skillfµlly.

Required Experience:

• Proven experience (3+ years) in event management, with a track record of successfully planning and executing events.
• Experience with project management tech stack, such as Monday.com  advanced spreadsheet proficiency.

Compensation & Benefits

• Attractive compensation package.
• Access to professional development opportunities.
• An inspiring and ever-evolving work environment

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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