Conference Coordinator

ALA Brand•Chicago, IL

14h•Hybrid

About The Position

The American Library Association (ALA) is seeking a highly organized and detail-driven Conference Coordinator to support the planning and execution of its premier events. This role is essential in ensuring seamless logistics, strong vendor coordination, and exceptional event experiences for members and stakeholders. At ALA, you will play a key role in delivering impactful events that support libraries and communities nationwide. This position offers the opportunity to grow your event management expertise while contributing to a mission-driven organization.

Requirements

Experience in event planning, conference coordination, or hospitality.
Strong organizational and multitasking abilities with attention to detail.
Experience working with vendors, contracts, and event logistics.
Excellent written and verbal communication and customer service skills.
Ability to manage high-pressure, fast-paced environments.

Nice To Haves

Familiarity with event management software and systems.
Experience in supporting large-scale or multi-venue conferences.
Knowledge of hybrid or virtual event technologies.

Responsibilities

Coordinating vendor orders including audiovisual, technology, photography, and shipping services.
Reviewing bids, contracts, and invoices for accuracy and compliance with organizational standards.
Ensuring all event services align with budget requirements and program needs.
Serving as the primary point of contact for select ancillary events such as receptions, award ceremonies, and celebrations.
Providing excellent customer service to internal teams, stakeholders, and attendees.
Managing event signage from content collection through production, including proofing and onsite placement.
Maintaining event data, speaker details, and documentation across systems.
Ensuring data accuracy for reporting and post-event analysis.
Overseeing in-office meeting logistics, shipping, receiving, and vendor coordination.
Supporting sustainability initiatives and tracking event-related environmental metrics.