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We are seeking an experienced Conference Coordinator to help organize the production of Acton’s high end educational conferences.

The ideal candidate will be detail oriented with excellent planning, communication and coordination skill sets. The preferred candidate for this role will have the ability and poise to work in a fast paced, results-oriented fashion while demonstrating professional decorum at all times.

In this key position you will join a team of talented professionals dedicated to Acton’s mission and outreach to facilitate planning, logistics and execution of Acton’s educational conferences and programs. Occasional travel required.

In this role you will be responsible for:

  • Assist with the planning, coordination, logistics, and execution of multiple conferences, held onsite and/or online.
  • Handling print/web/email promotion; recruiting participants; conference registration. 
  • Accurate and attentive data management including data input; organizing; summarizing; maintaining systems & databases; reporting program outcomes & metrics. 
  • Serving as a power-user in Swoogo, HubSpot and Salesforce databases.
  • Coordinating participant & staff logistics, including air/ground transportation, lodging, food/beverage, and special requests.
  • Vendor management, including working with a team to determine needs; quoting services; maintaining budget; preparing event orders; overseeing location setup.
  • Oral and written communication with domestic and international participants, speakers, VIPs, and internal stakeholders.
  • Handle and respond to conference inquiries in a timely manner.
  • Track and manage various program processes and best practices; conference and project deadlines; program reports. 
  • Review conference contracts and participate in or handle negotiations as needed.
  • Assist with general departmental and institute-wide duties.

The preferred candidate will possess:

  • An understanding and appreciation for Acton’s mission.
  • Values consistent with the Acton Institute.
  • Bachelor’s Degree.
  • 3 or more years of professional experience planning and coordinating conferences is preferred.
  • Excellent communication (written and oral) skills, attention to detail and ability to multi-task.
  • Forward thinker while able to focus on short-term assignments and tasks.
  • Demonstrated customer service to support internal stakeholders.
  • Maturity, humility, strong work ethic, team player, with a “roll-up-my-sleeves” and “can-do” attitude.
  • Proper business and professional etiquette, with a warm hospitality and hosting demeanor.
  • Ability to handle confidential information discretely.
  • Exercise sound judgment whether working independently or in group settings.
  • Participate in and contribute towards a cohesive and collaborative environment.
  • Proficient in MS Office Suite, including Outlook, Word, Excel, PowerPoint and Publisher.
  • Ability to be proficient with databases such as Swoogo, Salesforce, HubSpot, and Concur. Familiarity or proficiency with these systems is a plus.
  • Ability to plan and facilitate conferences from concept to completion with some oversight and work as a team player.
  • Ability to travel and provide onsite support at conferences, as well as occasional weekend and evening work.
  • International language skills is a plus.

Must be currently legally authorized to work in the U.S.A. for any employer.

This is a full time position located at our headquarters in Grand Rapids, Michigan. Qualified candidates are encouraged to apply!

To be fully considered for this opportunity please send the following application materials to [email protected] , to the attention of Acton Human Resources , and reference the position Conference Coordinator in the subject line:

1)      A cover letter, detailing your interest in the position and the Acton Institute’s mission;

2)      your resume;

3)      your salary expectations.

Incomplete applicant submissions will not be considered.

While we thank all applicants in advance for their interest in this position, we are only able to contact those to whom we can offer an interview.