Conferences and Events Coordinator at The American College of Financial Services in King of Prussia, Pennsylvania

Job Description:

The American College

The American College of Financial Services provides applied knowledge and financial education through teaching, research, and innovation in program delivery and design. As a nonprofit, accredited educational institution, our courses are researched and written by a faculty of the nation's top thought leaders in personal finance. To learn more, visit https://www.theamericancollege.edu/

The Role:

The Conferences and Events Coordinator will play a crucial role in supporting the planning, coordination, and execution of all events hosted by The College. Reporting directly to the Executive Director of Conferences and Events, the Coordinator will be responsible for ensuring the successful implementation of logistics, registration management, and other key aspects that contribute to the overall success of our events. The ideal candidate is a mission-aligned and creative individual with a keen eye for detail. Effective communication and the ability to work in a collaborative environment is a must.
 

The Conferences and Events Coordinator is responsible for assisting on approximately 25-35 events per year. Programming ranges from virtual webcasts to multiday conferences. Excluding webcasts, meetings are primarily in person and held around the country, most of them out-of-town and requiring overnight stays. While at a meeting, work on evenings and some weekends is not uncommon. Out-of-town travel could consist of up to 10% of the work, increasing as workflow does.

Duties and Responsibilities

• Assist in coordinating event logistics, including detailing event specifications, registration management, vendor coordinator, hotel room block management, shipping, and other event-related services.


• Provide timely delivery of event assets up to and including but not limited to deposits and payment schedules, appointment reminder creations, rooming list generations, agendas, and final head counts.


• Manage event registration processes, including online registration systems and attendee communications.


• Track meeting and event expenses to help maintain the budget.


• Provide excellent customer service to attendees, addressing inquiries and ensuring a positive experience throughout the event.


• Provide on-site support during events, ensuring the smooth execution of plans and addressing any issues that may arise.


• Collaborate with the Executive Director to coordinate activities and manage event staff as needed.


• Work closely with vendors to ensure seamless execution of event plans.


• Support and implement sponsorship deliverables, including but not limited to exhibitor coordinator, prospectus development, and stakeholder management.


• Maintain accurate and up-to-date records of event-related information, including attendee lists, event-related data and insights, and post-event evaluations.


• Manage and execute vendor contracts, purchase orders, and invoices for events and across the Marketing and Communications department.


• Assist with operational reporting tied to events, helping the department track against Key Performance Indicators (KPIs) that determine success and continuous improvement.


• Support Marketing Manager in tracking inventory, supporting requests from College representatives attending events, ensuring timely shipment and delivery of collateral to event sites for third-party events.

• Bachelor’s degree in event management, hospitality, or marketing preferred. Relevant experience can be submitted.


• 1-3 years of industry work experience


• Strong organizational and project management skills, with exceptional attention to detail, organizational skills, and strong time management with the ability to prioritize work.


• Excellent communication and interpersonal skills.


• Experience working with volunteers, C-level executives, and VIPs. Ability to create and maintain successful working relationships with all conference and event attendee types and stakeholders.


• Comfortable working in a team environment but disciplined to work independently.


• Ability to thrive in a fast-paced environment and adapt to changing priorities.


• Proficiency in Microsoft Office suite and Cvent software or eager to learn quickly


• Familiarity with Zoom (both meetings and webinar applications)
  

Travel Requirements

• Ability to travel up to 10% domestically, including overnight trips.
   

The College provides an award-winning culture and offers a competitive total compensation package that includes:

• Lucrative Time Off (25-40 Days PTO, Paid Family Medical Leave, 11 Paid Holidays)


• Retirement Savings Plan with Supplemental Contribution and Match


• Tuition Remission and Reimbursement


• Medical, Dental, Vision, and Wellness Benefits


• Company-paid Short Term and Long-Term Disability


• Flexible, hybrid, and remote work schedules 

Salary Grade Minimum: $47,900
The starting base salary is determined based on a variety of factors including but not limited to experience, education, internal equity, departmental budgets, qualifications, licenses, specialty, and training. 

In policy and practice, we encourage diversity and provide equal employment opportunities to all individuals based on job-related qualifications and ability to perform a job. We are committed to maintaining a welcoming and inclusive environment.

The American College of Financial Services is an E-Verify Employer.