Event Coordinator

Position Summary

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.

Key Responsibilities

• 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
• Cook up vendor relationships (venues, AV, catering, platforms, etc.)
• Aid with registration setup, attendee communications, and event materials
• 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
• Administer and manage sponsorship and exhibitor programs for events
• Conduct outreach to prospective sponsors and exhibitors in collaboration with leadership and marketing
• Be 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
• Support production of ACES annual virtual conference, webinars and online programming, including platform management
• Coordinate technical rehearsals and provide live event support
• Maintain event documentation, budgets, and reporting
• Track event performance metrics and assist with post-event evaluations
• Aid 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 experiences—including building strong relationships with sponsors and exhibitors.

Qualifications

• 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