Program Manager

 

About HFX

HFX is an independent non-governmental organization based in Washington, DC, dedicated to strengthening strategic cooperation among the world’s democracies.  HFX is best known for its annual Halifax International Security Forum, recognized as the leading gathering of democratic leaders committed to global security and prosperity.

HFX’s expanding global programs include the HFX Peace With Women Fellowship; the John McCain Prize for Leadership in Public Service; and Stand Together On China. HFX has also just launched the Ukraine Victory Fund to provide Ukraine with its own Dedicated Satellite Constellation to help repel the Russian invasion.

Job Description

The Program Manager reports directly to the Event Director and is responsible for supporting the overall coordination, development and management of the annual Halifax International Security Forum.

The Halifax International Security Forum is a 3-day conference of 300 leading voices from over 70 countries that takes place each November in Halifax, Nova Scotia, Canada.  The Program Manager will work with the Event Director to lead and manage the participant invitation, RSVP, and travel arrangement processes.

In addition to serving as the primary contact for the Forum’s most senior participants, s/he will help oversee a team of three interns who assist our 300 participants in their attendance of the Forum.  Additionally, s/he will work closely with the Event Director to ensure the seamless coordination and execution of attendee participation on the ground at the Forum in Halifax.

This position provides the opportunity to interact with a diverse array of senior government, military, business, media, and civil society leaders, as well as key partners and vendors.

As a member of a small and growing organization, the Program Manager will contribute to other organizational initiatives as needed.

Responsibilities

  • Leads the Forum’s invitation process by tracking and maintaining timelines, assisting in developing target audience demographics, managing invitation lists and language; and overseeing all invitations sent and responses received;
  • Manages Forum VIPs and speakers, developing relationships and coordinating all aspects of attendee and delegation logistics and participation;
  • Collaborates with President and Vice President on the agenda development and speaker placement;
  • Assists in managing a team of three interns, also known as Participant Managers, who communicate with and manage Forum participants;
  • Helps to manage the organization’s database (Salesforce), including training new users, maintaining consistent and clean data, implementing systematic improvements, and managing the organization’s database developer; and
  • Other duties as assigned.

Qualifications

  • Enthusiastic commitment to HFX’s mission;
  • Superb organizational skills and exquisite attention to detail;
  • At least five years of professional experience, preferably in the international and/or non-profit sector;
  • Strong oral and written communication skills to effectively present information and think proactively;
  • Ability to work well both independently and as a member of a team;
  • Ability to manage multiple tasks simultaneously and effectively prioritize;
  • Ability to handle information with a degree of confidentiality and discretion;
  • Ability to think critically and problem-solve;
  • Strong interpersonal skills to effectively interact with all levels of officials and staff across different cultures;
  • Proven capacity to operate under pressure;
  • Proficiency in Microsoft Office and Google Workspace; and
  • Previous experience with Salesforce, MailChimp, WordPress, Twitter, Facebook, and Apple products are preferred.

 

How to Apply

Please submit one PDF including a cover letter, resume, writing sample of 1-2 pages, and two references (name, title, organization, phone number and email address) to applications@halifaxtheforum.org. Please reference “Program Manager” in the subject line.  Only complete applications will be considered.