What are the responsibilities and job description for the Conference Coordinator position at Careportal Llc?
Organizational Profile
CarePortal is Care-Sharing technology that drives action for local kids and families in crisis. We subscribe to the vision that through the Church and Community, there can be More Than Enough care for every child, through the power of Care-Sharing and the love of Jesus. The goal is to scale meaningful connections through the local church, making a lasting impact on the lives of everyone involved. We develop and mobilize robust Care-Sharing Networks and lead with Courage, Humility, and Excellence.
We do this through the local Church and in concert with child-serving organizations, businesses, and people who care - thats where you come in.
Candidate Profile
You believe in the power of connection that bringing people together in meaningful ways can spark transformation for children, families, and communities. You understand that well-executed events serve as powerful catalysts for fostering relationships, driving collaboration, and advancing shared goals. Colleagues would describe you as highly organized, detail-oriented, and a proactive communicator who thrives in managing complex projects from conception to completion. You enjoy the creative process of shaping experiences that align with organizational mission and goals, all while ensuring delivering excellence. You are a natural relationship builder, a confident problem-solver, and a collaborative team player who excels in fast-paced environments.
As a candidate, you identify with the following statements:
Bringing people together to collaborate, learn, and innovate excites me.
I am energized by managing all aspects of an event from strategic planning to hands-on logistics.
I see data and evaluation as essential tools to continually improve events and measure impact.
My organizational skills and attention to detail ensure seamless execution and positive participant experiences.
Position Summary
Conference Coordinator
In this full-time role, the Conference Coordinator will take ownership of CarePortals annual conference and quarterly offsite field meetings, ensuring every detail aligns with organizational goals and values. This includes strategic planning, collaboration with internal departments and external vendors, on-site execution, and post-event evaluation.
You will work closely with leadership, marketing, operations, and field teams to design impactful, mission-driven events that equip, inspire, and connect stakeholders across the CarePortal network. You will also manage internal conference participation, including tracking attendance, sponsorships, presentations, booth involvement, and marketing material needs. Through thoughtful tracking and evaluation, you will assess the return on investment (ROI) of CarePortals conference presence to inform future strategies. This role serves as the central point of coordination for both CarePortal-hosted and external industry conferences, ensuring consistency, efficiency, and measurable impact across all event participation efforts.
At CarePortal, we believe that children belong in the care of healthy, loving families and that families should be supported by a local church and caring members of their community. If you are ready to put your expertise to work for a mission you care deeply about, then join us, and lets get started as we go all out to close the front door of the foster care system all across America.
Your Responsibilities Include
Event Planning and Strategy:
Own and drive the strategy, planning, and execution of the annual CarePortal Conference and quarterly field meetings.
Collaborate with leadership to define goals, themes, and content that align with organizational priorities.
Develop detailed event plans, including schedules, budgets, communication plans, and contingency strategies.
Work closely with internal teams and external partners to ensure seamless integration of content, branding, and logistics.
Act as project manager, leading cross departmental efforts to meet deadlines and deliverables.
Recruit, coordinate and delegate to teams of volunteers to support event operations.
Logistics & Vendor Management:
Source and secure venues, negotiate contracts, and manage vendor relationships (hotels, AV providers, caterers, transportation, etc.)
Identify and secure speakers or presenters whose content aligns with CarePortals mission.
Coordinate travel, lodging, catering, and technology needs for speakers, staff, and participants.
Monitor participant experience and resolve any issues that arise during events.
Oversee on-site setup, execution, and post-event breakdown.
Marketing and Communications:
Partner with CarePortals Marketing team and contractors to develop and execute event promotions, collateral, and digital campaigns.
Coordinate the production of event materials, signage, and branded giveaways.
Manage event registration, ensuring smooth participant onboarding and communication.
Serve as the primary point of contact for event attendees and contributors, answering questions and providing timely updates.
External Conference Participation Strategy & Management:
Coordinate and optimize CarePortals presence at relevant conferences to maximize impact and align with organizational goals.
Oversee logistics related to registration support, booth setup, and marketing material needs.
Track key outcomes, costs, and return on investment (ROI) to evaluate the effectiveness of conference participation.
Collaborate with leadership and marketing to assess how event involvement contributes to lead generation, brand awareness, and ecosystem growth.
Core Competencies:
Alignment with CarePortals culture pillars: courage, humility, and excellence.
Ability to work collaboratively in a fast-paced, mission-driven environment.
Commitment to innovative and responsible data management practices.
Knowledge and Skills & Requirements You Bring to the Organization:
Experience:
Minimum of 3 years of experience in event planning, conference management, or corporate events.
Project Management & Organizational Skills:
Proven ability to plan, execute, and evaluate large-scale events.
Highly organized with exceptional attention to detail.
Ability to manage budgets and timelines effectively.
Communication & Collaboration:
Excellent written and verbal communication skills.
Skilled at building relationships with internal teams, external partners, and vendors.
Confidence in presenting plans and outcomes to leadership and stakeholders.
Analytical & Evaluation Skills:
Experience tracking attendance, budgets, outcomes, and event impact.
Proficiency in using tools for project management, event registration, and reporting.
Strong problem-solving skills and ability to adapt to unexpected challenges. Technology Proficiency:
Experience using Microsoft Office, project management software and collaboration tools.
Comfortable working in digital environments.
Preferred skills:
Experience using data and analytics to measure event impact.
Prior experience in a nonprofit or mission-driven organization.
Bachelor's Degree
The above description is not intended to be comprehensive, but rather a focused list of priorities. Success provides the opportunity to not only build a career but also bring much-needed support and care to local children and families in crisis across the United States. Successful candidates, like all CarePortal, LLC employees, are expected to live and work consistent with CarePortals vision, mission, and values.
CarePortal, LLC, a subsidiary of the nonprofit organization The Global Orphan Project (GO Project), is Care-Sharing technology that drives action for local kids and families in crisis.
This platform, which brings Christian churches to the point of care for each request made on behalf of children and families, can be used to connect a diverse network of churches, child-serving agencies, businesses, and individuals who care. Learn more at www.careportal.org.
CarePortal, LLC offers a competitive benefits package for full-time positions (30 hours per week) including health, dental, vision and employer paid life insurance, retirement savings and generous PTO plan and a highly competitive, market-indexed compensation when compared to similar non-profit roles. Compensation is commensurate with relevant skills and experience.
The Global Orphan Project is a 501c3 nonprofit located at 3161 Wyandotte, Kansas City, MO 64111.
CarePortal LLC associates are at-will employees.
www.goproject.org www.careportal.org
