SFWA Job Opportunity – Nebula Conference Project Manager

The Science Fiction and Fantasy Writers Association (SFWA, Inc.) is hiring a Nebula Conference Project Manager.

Founded in 1965 and now a 501(c)3 non-profit, SFWA’s ongoing mission is to support science fiction, fantasy, and related genre creators around the world. 

Compensation: $15,000 for the scope of the project, paid in milestone installments.

Status: This is a contract position. Candidates must be US-based and eligible for legal employment.  

Location: Hybrid remote/on-site (conference location)

With a small staff that supports SFWA’s multiple ongoing projects and services along with hundreds of volunteers, we are currently looking for a candidate to help manage the 2025 Nebula Conference.

Responsibilities 

• Attend the Nebula Conference and Awards Ceremony in person to supervise and support staff and volunteers.
• Address emergent on-site logistical issues that may arise.
• Develop and maintain a project plan, including a detailed timeline, to support the Nebula conference.
• Work with SFWA staff and volunteers to identify and track tasks and deliverables pursuant to a successful event.
• Support the tracking of expenses and management of event-related budgets.
• Develop and document processes and policies for the Nebula Conference.
• Schedule and organize training for Conference volunteers.
• Organize Conference planning meetings.
• Report status weekly to relevant SFWA leadership. 
• Coordinate with SFWA leadership to facilitate and oversee the recruitment and assignment of volunteers who will support all aspects of the Nebula Conference.

Event Management Scope

This role is responsible for ensuring that the following aspects of the event are successfully coordinated: panels, autograph sessions, awards ceremony, bookstore, and other Conference events and activities, including online events and panels.

Additionally, this role is responsible for the coordination of Conference teams, as well as supporting hotel-associated event management (A/V, food and beverage, room blocks, etc.).

Experience

SFWA recognizes all types of experiences and learning. Our primary goal is to hire individuals who learn quickly and support our creative community. The ideal candidate possesses a professional background of 5 or more years in events management.

Requirements

• Advanced communication skills, both written and verbal. 
• Strong leadership skills and a collaborative management approach. 
• Ability to work in a complex team environment.
• Capacity to multitask and prioritize tasks.

Desired Qualifications

• Experience working in non-profit organizations and supporting volunteers. 
• Familiarity with Google Docs, MS Office, AirTable, Canva, WordPress, Wild Apricot, and Trello.
• Mastery of events management and project management concepts, specifically in the area of stakeholder communication. 
• Experience and knowledge of the science fiction and fantasy genre.

Deadline for Applications

Dec 1, 2024, or until filled.

How to Apply

SFWA is a 501(c)3 non-profit organization and an equal opportunity employer. We do not discriminate on the basis of race, gender identity, religion, color, sexual orientation, sex, marital/family status, national origin, age, physical ability, or income. We strongly encourage applicants within traditionally underrepresented and marginalized communities. 

Email a cover letter and resume (Word or PDF) to jobs <at> sfwa <dot> org. Please include ‘Nebula Conference Project Manager’ in the subject line. 

Please note all job applications will be reviewed by members of staff and the board at SFWA. No AI will be used in assessment of applicants. Additionally, the selected candidate will be required not to engage generative AI in the performance of their duties.

Thank you for your interest in working for SFWA!