International Event Manager

Non-Profit Foundation | International Institute of Longevity

Position Overview

The International Event Manager will lead the strategic planning and execution of a flagship global longevity conference hosted by the Foundation. This role requires end-to-end management of a high-profile, multi-day event that brings together scientists, clinicians, policy makers, investors, and industry leaders in the field of longevity. The position is both strategic and hands-on, requiring global experience and a passion for impactful, mission-driven work.

Key Responsibilities

1. Event Strategy & Planning

• Develop the overarching strategy and roadmap for the longevity conference in alignment with the Foundation's mission and vision.
• Define event goals, KPIs, audience segments, and success metrics.
• Create and manage detailed event project plans, timelines, and critical paths.

2. Budget & Financial Oversight

• Develop and manage the event budget, including securing quotes, managing expenses, and providing regular financial reports.
• Seek cost-effective solutions without compromising quality or impact.
• Support the fundraising team in securing event sponsors and partners.

3. Venue & Vendor Management

• Identify, evaluate, and secure suitable international venues for the conference.
• Negotiate and manage contracts with venues, AV providers, caterers, translators, decorators, and other vendors.
• Ensure compliance with health, safety, and accessibility standards.

4. Program Coordination

• Collaborate with the scientific and leadership teams to design the conference agenda.
• Coordinate the speaker outreach process: invitations, scheduling, briefings, and logistics.
• Ensure a seamless flow of keynotes, panels, workshops, and networking sessions.

5. Stakeholder & Partner Engagement

• Act as the main point of contact for speakers, sponsors, partner organizations, and VIP guests.
• Foster relationships with global longevity networks, institutions, and media.
• Coordinate with Foundation staff and volunteers for integrated planning.

6. Marketing & Communications

• Work with internal/external comms teams to develop marketing plans, including branding, social media, email campaigns, and press.
• Ensure all materials and communications reflect the Foundation’s tone and mission.
• Oversee production of promotional materials, signage, and digital content.

7. Registration & Logistics

• Manage attendee registration platforms, ticketing tiers, and access control.
• Coordinate international travel and accommodation logistics for VIPs and speakers.
• Provide concierge-level service for key stakeholders.

8. On-site Event Management

• Lead the on-site team during the conference, ensuring flawless execution.
• Oversee setup, registration, speaker readiness, and audience management.
• Troubleshoot issues in real-time with calm, solution-oriented thinking.

9. Post-Event Follow-Up & Reporting

• Conduct debriefs with team and stakeholders.
• Gather feedback from attendees, speakers, and partners.
• Provide a comprehensive post-event report with data analysis, learnings, and recommendations.

Required Qualifications

• Minimum 5 years of international event management experience, ideally with global conferences or summits.
• Proven track record in nonprofit or mission-driven events.
• Strong cross-cultural communication and stakeholder engagement skills.
• Experience working with scientific, health, or longevity sectors is a plus.
• Fluent in English; additional languages are an asset.
• Ability to travel internationally and manage remote teams.