Assistant Director, Convenings Remote

For nearly 40 years, nonprofit AccessLex Institute® has been partnering with our member institutions – the nearly 200 state-affiliated and nonprofit ABA-approved law schools – to meet the ever-changing needs and challenges of law students and the legal education community we serve. From providing free resources for every step of the law school journey to maximizing the value and affordability of a law degree through research and policy advocacy, we exist to increase access and further the success of aspiring lawyers from admission to law school to admission to the bar. Helix Bar Review is our latest service in pursuit of our nonprofit mission – empowering the next generation of lawyers.

AccessLex combines mission-driven work with long-term financial strength. Backed by nearly $1 billion in net assets that funds a $40+ million annual operating budget, we’re built to advance our mission for the long haul, and we accomplish this by investing in the resources, programs, and personnel that ensure sustained growth and furtherance of our organizational goals. Learn more at AccessLex.org and HelixBarReview.org.

This role will focus on our large scale conferences and board meetings. Incumbent must travel to our conferences and quarterly board meetings. This is a fully remote position. Salary is $85,000-$95,000 annually.

Job Summary: The Assistant Director, Convenings plays a critical role in the planning and execution of the Company’s high-profile meetings and events, including large-scale conferences, Board meetings, and industry convenings. Reporting to the Senior Director, Convenings, this role leads complex meeting and event logistics, vendor negotiation and coordination, and cross-functional collaboration to deliver seamless, high-quality experiences. The Assistant Director combines strong operational expertise with exceptional stakeholder management to ensure each convening reflects the Company’s mission, strategic priorities, and standards of excellence.

Responsibilities and Duties:

EVENT STRATEGY AND PLANNING

• Contribute to the planning and execution of Company meetings and events, including but not limited to:
• Flagship annual Student Success Conference - LexCon
• Spring Sync
• Executive-level quarterly Board Meetings
• Industry conferences
• Additional Company convenings aligned with the Company’s Strategic Plan
• Partner with the Sr. Director, Convenings throughout all phases of meeting and event planning, from concept development through on-site execution, including exhibit and trade show logistics, contract negotiation, site/venue research and selection, agenda/timeline development, and more.

EVENT OPERATIONS AND LOGISTICS

• Lead end-to-end event logistics, including ground transportation, hotel room blocks, scheduling, audiovisual production, entertainment, speaker coordination, and on-site event execution.
• Develop comprehensive event project plans, timelines, and specifications to ensure clear roles, responsibilities, and deliverables across internal teams and vendors.
• Collaborate on menu planning and review Banquet Event Orders (BEOs) to deliver high-quality, thoughtful food and beverage experiences.
• Assist in managing vendor relationships and communications, support contract negotiations, and oversee invoice review and timely, accurate payment processing.
• Manage all speaker logistics for convenings (in-person and virtual).
• Create clear, engaging meeting descriptions, agendas, and supporting materials that drive participation and convey purpose.
• Partner with the Marketing team to support the execution of branded event collateral and printed materials.
• Support event budget tracking and expense reconciliation, working closely with the Sr. Director, Convenings to ensure accurate reporting.
• Conduct pre- and post-event evaluations, analyze performance outcomes, and provide data-driven recommendations to continuously improve event quality, efficiency, and attendee experience.
• Serves as backup for the successful management of exhibit, sponsorship, and promotional needs for industry events and conferences;
• Assist Human Resources with Company events, as needed.
• Perform other duties in support of Company initiatives, as assigned.

Candidate Requirements:

• Knowledge, Skills, and Abilities (KSAs). To succeed in the Assistant Director – Convenings position, candidates should possess the following KSAs:
• • REQUIRED
    • Superior attention to detail;
    • Excellent organizational and time-management skills;
    • Excellent communication skills, both written and verbal;
    • Excellent interpersonal skills;
    • Proficient in Microsoft Office;
    • Proficient in the Cvent Registration platform;
    • Demonstrated experience managing large-scale, multi-day conferences and complex, high-visibility meetings.
• • PREFERRED
    • Certified Meeting Professional (CMP)
    • Knowledge of Salesforce;
    • Budget management skills.
• • Background Experiences: The following are required unless otherwise noted:
• • • BS/BA in Marketing, Communications, Hospitality, Project Management, or another similar field.
    • 7+ years of progressive experience in meetings and events management (full-time).

Position Type/Expected Hours of Work: This is a full-time, exempt position; the incumbent is expected to be present and accessible for at least 40 hours per week, subject to approved leave time, travel and other absences as described in the Employee Handbook or as otherwise agreed by the Company. The Company’s standard hours of operation are Monday through Friday, 8:15 a.m. to 5:00 p.m. This position will be mainly remote. Office and fulfillment warehouse is located in West Chester, PA and will be asked to attend in person, as needed.

Equal Employment Opportunity Statement: AccessLex Institute provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.