Job Announcement: Meeting Planner

The Virginia School Boards Association (VSBA) is seeking a skilled and detail-oriented Meeting Planner to design, coordinate, and execute a wide range of educational events, conferences, and training programs for school board members, administrators, and education stakeholders across the Commonwealth.

This position is responsible for the full lifecycle of event planning and delivery, including scheduling and promoting training programs; coordinating logistics such as venues, registration, materials, A/V, catering, and room setup; and providing on-site event support. The Meeting Planner manages major VSBA events—including regional meetings, conferences, workshops, webinars, and the Annual Convention—overseeing speaker coordination, exhibit hall operations, sponsorship engagement, and attendee experience.

The role also includes negotiating and managing vendor and hotel contracts, developing and monitoring event budgets, processing billing and invoices, and maintaining accurate records and databases. The Meeting Planner develops educational and promotional materials, prepares information for newsletters and communications, supports electronic meeting platforms, and coordinates specialized programs such as the School Board Academy, student board representative activities, and clerks’ meetings.

Additionally, the position supports research and reporting efforts, conducts post-event evaluations to improve programming, and collaborates closely with staff, speakers, sponsors, and leadership to ensure high-quality, mission-driven service.

Key Qualifications:

• Experience in event planning or meeting management, preferably in an association or nonprofit setting
• Strong organizational and project management skills with the ability to manage multiple events simultaneously
• Excellent written and verbal communication skills
• Experience with vendor coordination, contract negotiation, and budget management
• Proficiency in Microsoft Office and event or webinar platforms
• Ability to provide high-quality customer service and member support
• Ability to lift and move materials (25–50 lbs) and work flexible hours, including evenings and weekends
• Performs other duties as assigned in support of VSBA’s mission and services.

Tell us who you are and how you see yourself fitting into VSBA by submitting, in confidence, a cover letter and resume to Gina Patterson, Executive Director, at gina@vsba.org. Please note, the information must be emailed to gina@vsba.org to be considered for the position. Applications sent through other methods will not be considered.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Work Location: In person