Conference Coordinator

AC Disaster Consulting•Tallahassee, FL

4h•$24 - $30•Remote

About The Position

We are a leading, national consulting firm that provides compassionate, full-spectrum emergency management services including planning and preparedness, response, recovery, and mitigation services to the public and private sectors before, during and after a natural disaster or catastrophic event. Our mission is to provide compassionate consulting services to local, state, federal, and industry clients, active in disaster response, recovery, and preparedness. We will be on time, on target, and on budget with the services aligned to the evolving threats and hazards facing our nation. The position will be guided by ACDC’s Corporate Values Platform in all activities. Position Summary: Job Title: Conference Coordinator Full Time or Part Time: Full Time Exempt/Non-Exempt: Non-Exempt Temporary/Seasonal/Regular: Regular Hourly/Salary: Hourly Compensation: $24-30/hour Travel/Location: Some travel to conferences and/or meetings Benefits Summary: Medical, Vision, and Dental Insurance Short-Term Disability/Voluntary Long-Term Disability 401(k) Account with Company Match Paid-Time Off (PTO): Annual Leave and Sick Leave Accruals Paid Parental Leave Training and Professional Development Opportunities Wellness Benefits/Allowance Corporate Computer Time off to Volunteer Cell Phone Allowance Mission of Role/Position Summary: This position will play a central role in planning conference participation across the company, researching and tracking up to 100 events per year, supporting speaking engagements nationwide, preparing and running kickoff and debrief calls, and managing swag and exhibit booth logistics: ultimately keeping our conferences and other company events running smoothly.

Requirements

Knowledge of emergency management, disaster recovery, public health, and related public-sector environments
Understanding of conference and event planning processes, including sponsorship management, exhibitor logistics, and speaker coordination
Knowledge of budget tracking, ROI measurement, and event performance metrics
Familiarity with industry associations, government entities, and compliance considerations within emergency management sectors
Strong project management skills with the ability to coordinate multiple regional and national conferences simultaneously
Excellent written and verbal communication skills, including preparation of speaker submissions, briefing materials, and post-event summaries
Research and analytical skills to evaluate conference opportunities aligned with strategic growth priorities
Cross-functional collaboration skills to effectively coordinate with Marketing, Operations, and Executive Leadership
Organizational and logistical planning skills, including vendor management, travel coordination, and exhibit execution
Ability to manage complex timelines and high-volume event calendars with attention to detail
Ability to anticipate logistical risks and adapt quickly in dynamic, deadline-driven environments
Ability to synthesize event outcomes into actionable insights that support business development and growth strategy
Ability to represent the organization professionally within public-sector and emergency management settings
Bachelor's degree in Event Management, Marketing, Communications, Business Administration, or a related field OR equivalent combination of education and relevant experience.
2+ years of experience in event coordination, conference planning, marketing operations, and/or logistics
Demonstrated experience managing multiple evens simultaneously, including timelines, deadlines, and deliverables.
1+ years experience maintaining tracking tools, calendars, budgets, or dashboards (Excel, Google Sheets, or similar)

Nice To Haves

3–5 years of experience supporting national or multi-regional conferences, trade shows, or corporate events
Experience managing high-volume event portfolios (25+ conferences annually preferred)
Familiarity with conference sponsorships, exhibitor requirements, and speaker submission processes
Experience tracking and reporting on event ROI, attendance, or engagement metrics
Prior experience coordinating speaker logistics, presentation schedules, or panel participation
Exposure to marketing operations, branding coordination, or content planning for events
Experience working cross-functionally with Marketing, Operations, and senior leadership
Familiarity with event management, CRM, or project management tools (e.g., Asana, Monday.com, Airtable, Salesforce, or similar platforms)
Experience ordering and managing promotional materials, swag inventory, and exhibit booth assets

Responsibilities

Coordinate ACDC’s participation in regional and national conferences, summits, and industry events
Manage timelines, registration deadlines, sponsorship deliverables, exhibitor requirements, and event calendars
Support booth planning, shipping, and onsite logistics
Order marketing items and maintaining swag inventory
Assist with travel and accommodations coordination
Coordinate with marketing/branding team for marketing materials and presentations
Maintain accurate conference tracking tools, budgets, and internal dashboards
Monitor conference ROI metrics, attendance, and engagement outcomes
Ensure all event details are documented and accessible across teams
Create conference guideline materials and related training materials
Serve as a central point of contact between Marketing, Operations, leadership, and conference attendees
Coordinate and prepare speaker submissions, panel participation, and presentation schedules
Support internal communication around upcoming events and expectations
Identify and track high-value conferences aligned with ACDC’s strategic growth areas
Maintain awareness of industry associations, deadlines, and sponsorship opportunities
Assist with conference-related content planning and outreach support
Support Marketing & Communications team with initiatives and other administrative duties