Event Coordinator

ACES is seeking a highly organized, proactive, and detail-oriented Event Coordinator to support the planning and execution of both in-person and virtual events. This role works closely with the Professional Development Manager and collaborates across teams to deliver exceptional experiences for members, speakers, sponsors, and partners. This position is ideal for someone who thrives in a fast-paced environment, can manage multiple priorities, and is comfortable working independently with minimal oversight. As a small staff organization, we are looking for someone who can hit the ground running and take ownership of their work. Key Responsibilities Event Planning & Execution Coordinate logistics for ACES conferences, workshops, webinars, and virtual programming Support planning and execution of the annual ACES conference, including onsite coordination Manage event timelines, production schedules, and task tracking Coordinate vendor relationships (venues, AV, catering, platforms, etc.) Assist with registration setup, attendee communications, and event materials Speaker & Program Management Assist with speaker selection and outreach in collaboration with internal stakeholders Coordinate speaker logistics including contracts, schedules, travel, and presentation materials Serve as a point of contact for speakers before and during events Sponsorship & Exhibitor Management Administer and manage sponsorship and exhibitor programs for events Conduct outreach to prospective sponsors and exhibitors in collaboration with leadership and marketing Serve as the primary point of contact for sponsors and exhibitors from onboarding through post-event follow-up Ensure fulfillment of all sponsor and exhibitor benefits, including branding, placements, and deliverables Track agreements, invoicing coordination, and deliverables to ensure a high-quality partner experience Support development and refinement of sponsorship packages and exhibitor offerings Virtual Event Support Support production of ACES annual virtual conference, webinars and online programming, including platform management Coordinate technical rehearsals and provide live event support Operations & Administrative Support Maintain event documentation, budgets, and reporting Track event performance metrics and assist with post-event evaluations Assist with content updates related to events on the website and member platforms Cross-Team Collaboration Work closely with marketing on event promotions and communications Partner with membership and education teams to ensure alignment with strategic goals Compensation & Benefits Salary range: $45,000-$50,000 Health benefits Paid time off plus 7 paid holidays Work-from-home model Paid continuing professional development opportunities Perks of Being Part of the ACES Team Work from home Highly flexible schedule Simplified, ongoing performance reviews Encouraged professional development Collaborative, mission-driven team culture Equal Opportunity Employer ACES is an equal opportunity employer. Personnel are chosen on the basis of ability without regard to race, color, religion, sex, national origin, disability, marital status, or sexual orientation, in accordance with federal and state law. Ideal Candidate Profile (Hiring Description) The ideal candidate is a self-starter who is both strategic and hands-on. They are comfortable jumping into projects, solving problems independently, and keeping things moving without needing constant direction. They bring a strong sense of ownership, communicate clearly, and are energized by creating meaningful event experiencesincluding building strong relationships with sponsors and exhibitors. They are: Highly organized and detail-driven Adaptable and resourceful in a small team environment Comfortable juggling multiple priorities Confident in managing external relationships (speakers, sponsors, exhibitors, vendors) Personable and professional Passionate about delivering high-quality experiences Qualifications Required 2-4 years of experience in event coordination, preferably within an association or nonprofit environment Strong organizational skills and attention to detail Ability to manage multiple projects and deadlines simultaneously Excellent written and verbal communication skills Comfortable working independently with minimal supervision Experience or comfort with sponsorship/exhibitor coordination or partner management Proficiency with virtual event platforms, Microsoft Office/Google Workspace, and project management tools Preferred Experience working in a professional association environment (aligned with standards from organizations like American Society of Association Executives) Familiarity with AMS and other platforms (e.g., GrowthZone, MemberClicks, Whova, Sessionboard) Experience supporting conferences or multi-day events Travel Requirements Travel is required for ACES events, including the annual conference and occasional in-person meetings