Education and Programs Coordinator

Our Education & Programs Coordinator plays a pivotal role in planning and executing exceptional client meetings, conferences, and special events. From developing engaging educational content with committee support and securing top-tier speakers to overseeing logistics, budgets, and marketing strategies, this role ensures seamless event execution. Acting as the primary liaison for clients, vendors, and speakers, they manage all aspects of event coordination—including contract negotiations, off-site activities, and on-the-ground operations. With a strong focus on collaboration and creativity, they help craft dynamic experiences that leave a lasting impression.

Responsibilities

• Makes independent and/or committee-directed decisions regarding the coordination and implementation and execution of meetings/programs for the clients. 
• Contribute to the creation of educational content to develop the program, confirm speakers, and collaborate with internal teams.
• In conjunction with the marketing and membership teams, develop a creative and dynamic approach to marketing the programs.
• Oversees and controls all activities relating to client meetings, conventions, trade shows and special events.
• Develops and monitors budgets for educational programs and regularly communicates with clients regarding status.
• Works with volunteer program committee members, and chair(s) to develop agendas and follow-up with any assignments for both volunteers and staff.
• Conducts all preliminary planning, to include at a minimum: researching sites; negotiating hotel contracts; identifying and contracting with outside resources (audio/visual and production companies, drayage and decorating services, air and ground transportation, destination management companies, off-site venues); monitors and updates counts and anticipated attendance and communicates with clients, speakers, vendors, sponsors and conference facilities.
• Coordinates off-site activities which supplement conferences/conventions (golf tournaments, spouse activities, auctions, post conference tours, etc.).
• Serves as the primary liaison to speakers selected by client volunteer committees or staff, overseeing their fees, travel needs, sleeping room arrangements, AV requirements, handouts, obtaining their headshots and background information, confirming the times, dates and content of their presentations, etc.
• Serves as the primary liaison to sponsors recruited by volunteer committees or by staff, overseeing their sponsor payment, carrying through with all the benefits of their sponsor level, providing the proper recognition and signage, obtaining their background information, confirming if they will be exhibiting, etc.
• Serve onsite at events (may require overnight travel) to coordinate all activities and act as a primary point of contact for client, vendors, speakers and attendees to ensure proper execution of event and resolve any issues as they arise.

Qualifications

• 4-6 years of event planning experience
• Proven ability to manage multiple clients or stakeholders
• Experience in trade shows, sponsorships, and event/project management
• Strong organizational and time management skills in fast-paced environments
• Ability to work independently with minimal oversight, managing projects from start to finish
• Excellent customer service, communication, and attention to detail
• Proficiency in Microsoft Word, Excel, and PowerPoint; CRM and event app experience a plus
• Professional demeanor with a resourceful, problem-solving mindset
• Willingness to travel (10-15%) and work evenings/weekends as needed