Director of Conferences

Deadline: December 31, 2025

ABOUT THE POSITION

The Texas Society of Architects (TxA) is seeking an experienced, detail-oriented Director of Conferences to lead logistics, budgeting, vendor relations, contract negotiations, and on-site operations for major programs including TxA’s 2,000+ attendee Annual Conference & Design Expo as well as smaller events such as an annual 100-member retreat. The ideal candidate excels in large-scale event management, vendor negotiation, and complex project coordination with attention to organization and details. Statewide travel and hands-on event leadership are required.

ABOUT THE TEXAS SOCIETY OF ARCHITECTS

The Texas Society of Architects (TxA) was founded in 1939 as the state component of the American Institute of Architects (AIA). As a 501(c)(6) professional membership organization of approximately 7,500 architects, TxA is the voice for Texas architecture, supporting the creation of safe, beautiful, sustainable environments. TxA advances Texas architecture, the architectural profession, and the power of design through advocacy, knowledge, and communication. 

The Society works on behalf of Texas architects to ensure they are broadly represented and are recognized as creative and innovative leaders for the built environment. Headquartered in Austin, TxA is the third largest regional component of AIA National and host of 18 local AIA components. 

TxA is a catalyst for collaboration and diversity, governed by a Board of Directors, stewarded by staff, and driven by a set of actively engaged committees. Our membership model and annual conference are the primary fuel for the Society’s budget. Headquartered in Austin, Texas, TxA also is the organizational home of the Texas Architects Committee political action organization and the Texas Architectural Foundation, which provides scholarships to students at Texas schools of architecture, and the publisher of Texas Architect, a bimonthly magazine.

EXPECTED EXPERTISE AND EXPERIENCE

Job Responsibilities Include:

• Manage planning details for TxA’s Annual Conference & Design Expo and smaller member education events, including speaker research, logistics, presentation materials, meeting specifications, hotel room lists, budgeting, and expense reconciliation.
• Generate RFPs, evaluate bids, and negotiate contracts with hotels, speakers, and AV providers with a focus on cost-effective strategies.
• Works with staff and volunteers to coordinate curations and scheduling of educational programs.
• Collaborate with planning and education committees to identify topics, evaluate speakers, develop program content, and contribute to ongoing meeting planning efforts.
• Coordinate with staff, leadership, and external partners to ensure event planning progresses appropriately, such as the communications team on event promotion and collateral development.
• Maintain hotel room blocks, including booking staff, speakers, and VIP rooms; monitor room block pickup and registrations.
• Serve as the point-of-contact to hotels, venues, and hospitality contacts.
• Assist in menu planning and monitor onsite consumption while ensuring costs align with budget and menu meets all dietary needs and expectations of quality.
• Develop staffing plans and onsite timeline to manage staff and volunteer teams onsite at all events.
• Lead onsite event operations to ensure seamless execution.
• Oversee event budget worksheets and financial records.
• Support departmental workflows, filing systems, and general organizational operations.
• Assist with administrative and departmental needs as required.
• Perform additional duties and

Job Responsibilities Include:

• 5+ years of experience in event planning, hospitality, and/or association events
• Proven success managing large conferences or multi-location events
• Strong logistics, budgeting, and vendor negotiation skills
• Excellent communication and project management abilities
• Outstanding organization skills and outstanding attention to detail
• Ability to work independently and collaboratively within a team
• Strong written, verbal, and interpersonal communication skills, including working cross-departmentally
• Proficiency with Word, Excel, Outlook, and PowerPoint
• Must be able to travel and work extended hours during major events
• Position is in Austin, TX, and is primarily in-office with hybrid flexibility

Benefits: 

• Medical, dental and vision insurance 100% covered
• 401(k) matching 100% up to 5%
• Life insurance
• Short-term and long-term disability insurance
• Paid vacation and sick leave, plus annual holidays
• Professional development opportunities
• Salary is commensurate with experience

APPLY

Please submit resume to [email protected] for consideration by December 31, 2025. We will follow up with candidates shortly after.