Conference Coordinator

Introduction:

We are a leading, national consulting firm that provides compassionate, full-spectrum emergency management services including planning and preparedness, response, recovery, and mitigation services to the public and private sectors before, during and after a natural disaster or catastrophic event.

Our mission is to provide compassionate consulting services to local, state, federal, and industry clients, active in disaster response, recovery, and preparedness. We will be on time, on target, and on budget with the services aligned to the evolving threats and hazards facing our nation.

The position will be guided by ACDC’s Corporate Values Platform in all activities.

Position Summary:

• Job Title: Conference Coordinator

• Full Time or Part Time: Full Time
• Exempt/Non-Exempt: Non-Exempt
• Temporary/Seasonal/Regular: Regular
• Hourly/Salary: Hourly
• Compensation: $24-30/hour
• Travel/Location: Some travel to conferences and/or meetings

Benefits Summary:

• Medical, Vision, and Dental Insurance 
• Short-Term Disability/Voluntary Long-Term Disability 
• 401(k) Account with Company Match 
• Paid-Time Off (PTO): Annual Leave and Sick Leave Accruals 
• Paid Parental Leave 
• Training and Professional Development Opportunities 
• Wellness Benefits/Allowance 
• Corporate Computer 
• Time off to Volunteer 
• Cell Phone Allowance 

Mission of Role/Position Summary:

This position will play a central role in planning conference participation across the company, researching and tracking up to 100 events per year, supporting speaking engagements nationwide, preparing and running kickoff and debrief calls, and managing swag and exhibit booth logistics: ultimately keeping our conferences and other company events running smoothly.

Tasks, Duties, and Responsibilities:

Reasonable accommodation will be made to enable individuals with disabilities to perform the following essential functions:

Conference Planning & Logistics

• Coordinate ACDC’s participation in regional and national conferences, summits, and industry events
• Manage timelines, registration deadlines, sponsorship deliverables, exhibitor requirements, and event calendars
• Support booth planning, shipping, and onsite logistics
• Order marketing items and maintaining swag inventory
• Assist with travel and accommodations coordination
• Coordinate with marketing/branding team for marketing materials and presentations

Program Tracking & Organization

• Maintain accurate conference tracking tools, budgets, and internal dashboards
• Monitor conference ROI metrics, attendance, and engagement outcomes
• Ensure all event details are documented and accessible across teams
• Create conference guideline materials and related training materials

Cross-Team Coordination

• Serve as a central point of contact between Marketing, Operations, leadership, and conference attendees
• Coordinate and prepare speaker submissions, panel participation, and presentation schedules
• Support internal communication around upcoming events and expectations

Research & Opportunity Support

• Identify and track high-value conferences aligned with ACDC’s strategic growth areas
• Maintain awareness of industry associations, deadlines, and sponsorship opportunities
• Assist with conference-related content planning and outreach support

Additional Support

• Support Marketing & Communications team with initiatives and other administrative duties

Knowledge, Skills, and Abilities:

• Knowledge of emergency management, disaster recovery, public health, and related public-sector environments
• Understanding of conference and event planning processes, including sponsorship management, exhibitor logistics, and speaker coordination
• Knowledge of budget tracking, ROI measurement, and event performance metrics
• Familiarity with industry associations, government entities, and compliance considerations within emergency management sectors
• Strong project management skills with the ability to coordinate multiple regional and national conferences simultaneously
• Excellent written and verbal communication skills, including preparation of speaker submissions, briefing materials, and post-event summaries
• Research and analytical skills to evaluate conference opportunities aligned with strategic growth priorities
• Cross-functional collaboration skills to effectively coordinate with Marketing, Operations, and Executive Leadership
• Organizational and logistical planning skills, including vendor management, travel coordination, and exhibit execution
• Ability to manage complex timelines and high-volume event calendars with attention to detail
• Ability to anticipate logistical risks and adapt quickly in dynamic, deadline-driven environments
• Ability to synthesize event outcomes into actionable insights that support business development and growth strategy
• Ability to represent the organization professionally within public-sector and emergency management settings

Expected Hours of Work:

Schedule may vary. Work on evenings and weekends may be required. Dependability and punctuality are paramount.

Travel Requirements:

• Up to 25% travel is expected for this position.
• Must be willing to travel and deploy to client sites for extended periods of time.

Physical Demands:

• Mobility required on-site with clients.
• Sitting or standing for hours at a time.
• Ability to work at a computer for extended periods of time if needed.
• Ability to manipulate up to 15 lbs. repetitively throughout the day and as needed.

Working Environment:

• Work may be on-site with clients ex: EOC, hospital, debris sites or local government buildings.
• All AC Disaster Consulting (ACDC) positions are remote work site positions with the home location agreed upon at time of hire.
• If the remote work site locations change, ACDC Human Resources must be made aware, and leadership needs to approve any site changes for business registration and payroll tax purposes.

Requirements

Experience/Education Required:

• Bachelor's degree in Event Management, Marketing, Communications, Business Administration, or a related field OR equivalent combination of education and relevant experience.
• 2+ years of experience in event coordination, conference planning, marketing operations, and/or logistics
• Demonstrated experience managing multiple evens simultaneously, including timelines, deadlines, and deliverables.
• 1+ years experience maintaining tracking tools, calendars, budgets, or dashboards (Excel, Google Sheets, or similar)

Experience/Education Preferred:

• 3–5 years of experience supporting national or multi-regional conferences, trade shows, or corporate events
• Experience managing high-volume event portfolios (25+ conferences annually preferred)
• Familiarity with conference sponsorships, exhibitor requirements, and speaker submission processes
• Experience tracking and reporting on event ROI, attendance, or engagement metrics
• Prior experience coordinating speaker logistics, presentation schedules, or panel participation
• Exposure to marketing operations, branding coordination, or content planning for events
• Experience working cross-functionally with Marketing, Operations, and senior leadership
• Familiarity with event management, CRM, or project management tools (e.g., Asana, Monday.com, Airtable, Salesforce, or similar platforms)
• Experience ordering and managing promotional materials, swag inventory, and exhibit booth assets

Additional Qualifications:

• Must be 18 years of age or older.
• Eligibility to work in the United States without employer sponsored visa is required. We are not able to employ those located outside of the US.
• Must pass company and any applicable client background check and reference check upon offer of employment.

Benefits

Regular status positions will receive these benefits:

• Medical, Vision, and Dental Insurance 
• Short-Term Disability/Voluntary Long-Term Disability 
• 401(k) Account with Company Match 
• Paid-Time Off (PTO): Annual Leave and Sick Leave Accruals 
• Paid Parental Leave 
• Training and Professional Development Opportunities
• Corporate Computer 
• Time off to Volunteer 
• Cell Phone Allowance 

EEO Statement

AC Disaster Consulting is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender, gender identity, national origin, disability, or veteran status. 

This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. AC Disaster Consulting will not tolerate discrimination or harassment based on any protected characteristic. 

Please redact or remove information that identifies applicant's age, date of birth, or dates of attendance at (or graduation from) an educational institution from the resume or other application documents prior to submitting the application. 

 If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodation by contacting AC Disaster Consulting Human Resources team at [email protected]. 

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