Event Coordinator

3 weeks ago

Leesburg, United States Alliance Defending Freedom Full time

Everyone says they want to change the world. We’re looking for people who actually will.

Alliance Defending Freedom is an alliance-building legal organization that advocates for the right of people to freely live out their faith. Please review our Statement of Faith and Doctrinal Distinctives.

Event Coordinator

Alliance Defending Freedom is looking for 2 highly professional Event Coordinators to join us in our Lansdowne, VA office. As the Event Coordinator, you are a vital part of the Event Planning Services Team. In this role, you will report to the Events Manager and are responsible for coordinating events, training sessions, and meetings associated with ADF. You will coordinate all aspects of developing, planning, and executing events and create high-quality, positive experiences for attendees that may involve ministry friends, potential ministry friends, allied organizations/attorneys, and other guests. The exceptional results of events support the objectives of the organization

Your Essential Responsibilities:

In this position, you will:

  • Travel to the event sites to execute exceptional events that meet ADF’s gold standard

  • Coordinate the selection of off-site venues or venues that do not require a hotel contract. Responsibilities include research, site visits, and finding resources to inform decisions about event possibilities

  • Book event space and arrange food and beverage, order supplies, make travel arrangements, and ensure appropriate décor to meet the quality expectations of ADF

  • Create and maintain CVENT event management. Responsibilities include coordinating invitation designs and following through with the registration setup process

  • Communicate event Audio Visual needs to the A/V production manager and work as a team to ensure minimal technical difficulties

  • Anticipate needs for both the attendee and event logistics

  • Serve as liaison with vendors and all ADF teams involved in event-related matters

  • Work with the Event Host and Events Manager to stay within the event budget

  • Provide a high-quality of customer service and find solutions to any problems that arise concerning services or programs provided

  • Develop and apply new ideas to improve the event planning and implementation process

  • Monitor travel alerts to ensure you are prepared for travel and arriving at events on time

  • Take on the role of coordinating faculty, attendees, or event logistics

Other Responsibilities (Non-Essential):

  • You will be asked to perform related duties or special projects as assigned.

Skills you need to succeed:

Demonstrated proficiency in:

  • Microsoft Office software: Word, PowerPoint, Excel, and Outlook.

  • Excellent communication skills, including writing, proofreading, and speaking

  • Strong project management skills - Ability to manage multiple event assignments from a variety of team members during a calendar year

  • Excellent interpersonal skills and high-level professionalism with a variety of individuals such as ministry friends, guests, attorneys, team members, and vendors; strong networking skills

  • Excellent organizational skills

  • Excellent planning skills to determine flow of events and anticipate needs such as staffing

  • Diligent research skills

  • Fantastic customer service ethic and high expectations for quality

Ability to:

  • Travel internationally (required)

  • Travel approximately 60-80 days a year (required)

  • Coordinator for small to mid-size events

  • Build strong relationships with stakeholders and vendors

  • Work in a fast-paced and high-pressure environment

  • Remain calm under pressure

  • Convey a positive and professional image

  • Review and understand contracts with hotel and conference locations

  • Take leadership in discussing, planning, strategizing, and coordinating events with little supervision

  • Adapt to changes in the work environment, manage competing demands, and deal with frequent changes, delays, or unexpected events

Education and/or experience:

  • 2+ years of event/conference coordinating experience is preferred

  • Bachelor’s degree is preferred

  • Experience coordinating events with high-profile attendees is preferred

ARE YOU LOOKING FOR AN ORGANIZATION WITH A COMPETITIVE

COMPENSATION AND BENEFITS PACKAGE, TOO?

We have it Alliance Defending Freedom offers team members a competitive compensation and benefits package that includes major medical insurance, dental care, medical and dependent care reimbursement, paid disability, long-term care insurance, and life insurance. We also offer a 401(k) plan with a generous company match. Work and life balance is important to the well-being of our team members. You will receive paid time off (PTO) that starts accruing from your hire date and 11 paid holidays per year.

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