Event & Meeting Manager

Position Summary

The Home Builders Association (HBA) of Greater Austin is seeking a highly organized, energetic, and detail-oriented Event & Meeting Manager to lead the planning, coordination, and execution of association meetings, networking events, signature events, and member experiences.

This position plays a key role in delivering professional, engaging, and well‑executed events that support HBA’s mission to advance the professionalism and practice of the residential home building industry in Central Texas. The Event & Meeting Manager works closely with members/volunteers building relationships and offering excellent customer service. Additionally, this position will be working with staff, committees, sponsors, and vendors to ensure quality event execution while maintaining budgets, timelines, and strong member engagement.

The ideal candidate thrives in a fast‑paced environment, enjoys relationship‑building, and can manage deadlines and multiple projects simultaneously with professionalism and creativity.

• Plan and execute all HBA events from concept through post‑event evaluation, including:
  • Networking events
  • Board & Leadership meetings
  • Signature events
  • Membership events
  • Volunteer and community engagement events
• Develop detailed event timelines, run‑of‑shows, checklists, staffing plans, and logistics schedules.
• Coordinate venue logistics including room set‑up, audiovisual needs, catering, signage, registration, transportation, and onsite operations.
• Serve as the onsite manager for assigned events and meetings.
• Manage event registration systems, attendee communication, and reporting through the association management system (AMS).

• Serve as the primary point of contact for vendors, venues, exhibitors, sponsors, and contractors.
• Negotiate contracts, pricing, and services while maintaining event budgets.
• Coordinate sponsor fulfillment and event activation logistics.
• Manage and execute sponsor communication for events.

• Assist with event budgeting, invoice processing, expense tracking, and post‑event reconciliation.
• Monitor expenses to ensure events remain within approved budgets.
• Manage revenue and expense budget for each event.
• Identify cost‑saving opportunities while maintaining event quality and member experience.

• Work closely with HBA committees, councils, volunteer leaders, and staff liaisons to support successful programming.
• Coordinate meeting materials, agendas, presentations, and follow‑up communications.
• Assist in maintaining positive relationships with members, volunteers, sponsors, and partners.

• Collaborate with the communications and membership & sponsorship team to provide event details, timelines, and promotional information.
• Draft event communications, registration messaging, logistics emails, signage, and attendee materials.
• Support event marketing efforts through website updates, social media coordination, email campaigns, and promotional collateral.

• Maintain event planning systems, templates, timelines, and procedures.
• Track attendance trends, sponsorship performance, and event data to improve future programming.
• Conduct post‑event evaluations and provide recommendations for operational improvements.

• Bachelor’s degree preferred in Hospitality, Event Management, Communications, Marketing, Business Administration, or related field. Experience may commensurate education.
• Minimum 2–4 years of experience in event planning, catering, hotel/hospitality management, association management, marketing or related field.
• Experience working with trade associations, nonprofits, or membership organizations preferred.
• Experience managing multiple events simultaneously with varying levels of complexity.

• Exceptional organizational and project management skills.
• Excellent customer service and relationship‑building skills.
• Strong attention to detail and problem‑solving abilities.
• Strong written and verbal communication abilities.
• Ability to multitask,…