Business Manager/ Event Planner

The General Council on Finance and Administration (GCFA) of The United Methodist Church is currently seeking a Business Manager of the General Conference. This role serves as the operational leader responsible for planning, coordinating, and managing the preparation and execution of sessions of the General Conference and any special sessions. This position oversees the physical, logistical, financial, and administrative arrangements necessary to support the work of delegates, staff, volunteers, and partner agencies.

The Business Manager provides leadership for the day-to-day operations of the Office of the General Conference, including budget management, vendor contract administration, travel coordination, and integrated logistical support. This role serves as the primary operational liaison for the Commission on the General Conference and works collaboratively with church leadership, agency partners, vendors, and volunteers to ensure successful conference planning and execution.

Key Responsibilities

Conference Planning and Operations

- Manage operational planning and preparation for sessions of the General Conference and special conferences.

- Coordinate all logistical requirements necessary to support delegates, Commission members, staff, volunteers, and other stakeholders.

- Develop and maintain annual and quadrennial planning timelines and implementation schedules.

- Coordinate site selection, meeting space utilization, housing arrangements, transportation, and venue services.

- Ensure all conference arrangements support the effective work of the General Conference and its committees.

Travel, Housing, and Visa Coordination

- Coordinate domestic and international travel arrangements for Commission members, staff, and delegates.

- Develop and maintain visa support strategies and documentation for international delegates and participants.

- Create, update, and distribute visa invitation letters and related travel communications.

- Collaborate with administrative support staff to ensure timely processing and communication regarding international travel requirements.

- Serve as a resource for travel-related questions and logistical support.

Financial Management and Budget Oversight

- Manage financial resources associated with General Conference operations and activities.

- Develop, monitor, and administer annual budgets and spending plans.

- Track expenditures and ensure responsible stewardship of organizational resources.

- Review and approve invoices, expenses, and payment requests.

- Exercise signature authority for contracts and financial transactions related to General Conference operations.

- Present financial reports, budget requests, and spending plans to boards, committees, and leadership groups as needed.

Vendor and Contract Management

- Negotiate, execute, and manage contracts with hotels, convention centers, technology providers, transportation companies, and other service vendors.

- Monitor vendor performance and ensure contractual obligations are fulfilled.

- Resolve billing discrepancies and coordinate payment processing with the finance department.

- Manage relationships with external vendors and service providers to ensure successful event execution.

Office Administration and Organizational Support

- Oversee the daily operations of the Office of the General Conference.

- Manage office budgets, annual spending plans, and operational processes.

- Coordinate staff travel, administrative projects, recordkeeping, and office support functions.

- Maintain effective business practices, procedures, and operational systems.

- Work collaboratively with GCFA departments and other church agencies to support conference activities.

Volunteer and Staff Coordination

- Recruit, coordinate, and support volunteers serving during General Conference.

- Manage staffing needs for conference activities, including recorders, transcribers, pages, and other support roles.

- Provide guidance and operational support to staff, volunteers, and Commission members.

- Assist in ensuring appropriate staffing resources are in place throughout the planning and execution of conference activities.

Committee and Board Participation

- Serve as Chief Administrative Officer to the Commission on the General Conference.

- Serve as an ex officio member, without vote, of the Commission, Executive Committee, and other designated committees.

- Represent the Commission and Office of the General Conference on various boards, committees, and working groups.

- Prepare and present operational, financial, and progress reports as requested.

Qualifications

Education

- Bachelor's degree in hospitality , accounting, business management or related field required.

- Certified Meeting Professional (CMP) designation required.

Experience

- Minimum of 4 to 6 years of professional experience in meeting planning, conference management, hospitality, travel management, or a related field.

- Experience managing multi-day conferences, conventions, or large-scale events.

- International meeting planning experience a plus.

- Experience developing and managing budgets and vendor contracts.

- Experience working with nonprofit, faith-based, or religious organizations preferred.

Required Knowledge, Skills, and Abilities

- Advanced knowledge of meeting and conference planning practices.

- Strong budget management and financial oversight skills.

- Knowledge of accounting principles sufficient to review budgets, expenditures, and financial reports.

- Demonstrated contract negotiation and vendor management experience.

- Strong organizational and project management skills.

- Excellent verbal and written communication skills.

- Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook.

- Familiarity with meeting planning and travel management software preferred.

- Ability to manage multiple projects and deadlines in a complex organizational environment.

Preferred Qualifications

- Prior experience with General Conference operations.

- Knowledge of The United Methodist Church polity, structure, and governance.

- Experience supporting boards, commissions, or governance bodies.

- Active involvement in The United Methodist Church beyond the local church level.

Work Environment and Travel

- Regular travel is required, including attendance at Commission meetings, site visits, board meetings, and General Conference sessions.

- Periods of extended travel and non-standard work hours may be required during conference planning and event execution cycles.

- Significant workload increases may occur during the quadrennial General Conference preparation period.

Apply online to help shape GCFA’s story, strengthen constituent engagement, and advance the mission of The United Methodist Church.

GCFA is an Equal Opportunity Employer and actively seeks and encourages applications from minorities, women, and individuals with disabilities. All offers of employment are subject to the applicant successfully completing background, reference, and other applicable checks.

No Staffing Agencies or Recruitment Firms.