Conference Associate/Coordinator/Manager

Acton-Institute; Grand Rapids (MI); On-site; USD 45,000 - 65,000; Full time

Job summary

Acton Institute in Grand Rapids, MI is seeking a Conference Associate/Coordinator/Manager to plan, coordinate, and execute high-end conferences, events, and programs.

You will manage logistics, vendors, budgets, contracts, attendee and staff travel, accommodations, and on-site execution, with clear communication to domestic and international participants.

Qualifications

• Bachelor’s Degree with 2+ years of proven professional experience planning and coordinating conferences.
• Excellent communication skills, attention to detail, and ability to multi-task.
• Forward-thinking, with a customer-service mindset and professional hosting demeanor.

Responsibilities

• Assist with planning, coordination, logistics, and execution of multiple conferences.
• Track program processes, deadlines, and generate program reports.
• Coordinate participant and staff logistics including travel and lodging.
• Manage vendors, quotes, budgets, and conference contracts.
• Provide clear written and oral communication with participants and stakeholders.
• Oversee conference registration and on-site support for events.
• Maintain accurate data using filing systems, databases, and reporting.
• Plan and monitor project deadlines and program outcomes.

Skills

Conference planning

Event coordination

Vendor management

Budget tracking

On-site support

MS Office Suite

Clear communication

Team collaboration

Customer service

Education

Bachelor’s Degree

Tools

Swoogo

Salesforce

Concur

HubSpot

Job description

Conference Associate/Coordinator/Manager

Acton Institute

Grand Rapids, MI | Full-Time | Salaried

Depending on the candidate's experience, this position may be filled at the Associate, Coordinator, or Manager level, with corresponding adjustments to scope and compensation.

ABOUT THE ROLE

In this key position, you will join a team of talented professionals dedicated to Acton’s mission to execute logistics, planning, and coordination of Acton’s high-end events, conferences and programs. The role requires strong attention to detail and excellent planning, communication and coordination skills. It requires the ability and poise to work in a fast paced, results-oriented fashion while demonstrating professional decorum at all times.

This role is ideal for someone who is highly organized, proactive, team-oriented, and excited to contribute to a mission-driven organization.

This is salaried full-time position is located at our headquarters in Grand Rapids, Michigan.

ABOUT THE ACTON INSTITUTE

The Acton Institute is a global leader at the intersection of faith, economics, and human flourishing. For more than 35 years, Acton has equipped religious leaders, business professionals, and scholars around the world to understand and live out the moral foundations of a free and virtuous society. Through high-impact educational programs, international events, and thought leadership, Acton helps shape the ideas and leaders who influence culture.

If you are energized by meaningful work, global impact, and a mission that connects faith to real-world leadership, Acton offers a unique opportunity to contribute to something that matters.

ROLES & RESPONSIBILITIES

• Assist with the planning, coordination, logistics, and execution of multiple conferences.
• Track and manage various program processes and best practices; conference and project deadlines; program reports.
• Coordinate participant & staff logistics, including air/ground transportation, lodging, food/beverage, and special requests.
• Manage vendors, including working with a team to determine needs; quoting services; maintaining budget; preparing event orders; overseeing location setup.
• Provide clear and professional oral and written communication with domestic and international participants, speakers, VIPs, and internal stakeholders.
• Track various program deadlines and assist with the planning, coordination, logistics, and on-site execution of multiple programs.
• Handle and respond to conference inquiries in a timely manner.
• Review conference contracts.
• Manage conference registration.
• Provide accurate and attentive data management including gathering, organizing, summarizing, and dissemination through filing systems, databases, and reporting.
• Schedule, monitor, and follow up on project deadlines and program outcomes.
• Ability to be proficient with databases such as Swoogo, Salesforce, and Concur.
• Demonstrate sound judgment whether working independently or in group settings.
• Assist with general departmental and institute-wide duties.

QUALIFICATIONS & SKILLS

• Demonstrate an understanding and appreciation for Acton’s mission.
• Uphold values consistent with the Acton Institute.
• Bachelor’s Degree with 2+ years of proven professional experience planning and coordinating conferences.
• 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, 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 execute conferences from concept to completion.
• Ability to provide onsite support at conferences.
• Forward thinker while able to focus on short-term assignments and tasks.
• Demonstrated customer service to support internal stakeholders.