Coordinator, Events & Business Development

American Clean Power Association (ACP)•Washington, DC

3d•$55,000 - $70,000•Onsite

About The Position

The Events & Business Development Coordinator provides administrative and operational support to ACP’s Events and Business Development department, including support for the SVP, Events and department Vice Presidents. The Coordinator supports department operations through scheduling, meeting coordination, communications, reporting, project tracking, and maintenance of department resources and materials. The role requires strong organization, attention to detail, sound judgment, and consistent follow-through while managing multiple priorities and working with staff and leaders across the organization. The position also provides administrative support for Business Development and event activities, including sales and sponsorship processes, team inboxes, event materials and shipping, and onsite leadership logistics. The Coordinator works collaboratively across the department and with internal teams, communicates clearly and professionally, and takes ownership of assigned responsibilities to help keep priorities organized, information up to date, and administrative processes moving forward.

Requirements

Bachelor’s degree in a relevant field or equivalent combination of education and experience.
1+ years of experience in administrative support, department coordination, events, business development support, or a related role (internship experience considered).
Strong organizational and time management skills with the ability to manage multiple priorities, meet deadlines, and maintain attention to detail in a fast-paced environment.
Strong written and verbal communication skills with the ability to communicate clearly and professionally with staff, senior leaders, members, vendors, and other external stakeholders.
Good judgment and discretion when handling confidential information, sensitive communications, and requests involving senior leaders.
Collaborative and service-oriented approach with the ability to build positive working relationships, respond to team needs, and work effectively across departments.
Reliable follow-through and accountability for assigned work, including proactively tracking deadlines, following up on outstanding items, and asking questions or raising concerns when needed.
Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint, with the ability to learn and effectively use new systems and technology.
Ability to travel and provide onsite support during conferences and events, including occasional evenings and weekends.
Applicants must be currently authorized to work in the United States on a full-time basis. ACP will not sponsor applicants for work visas.

Nice To Haves

Experience supporting events, sales, sponsorship, or business development teams is a plus.

Responsibilities

Provide administrative support to the SVP, Events and department Vice Presidents, including calendar management, travel, meeting scheduling, and logistics, anticipating needs and adjusting priorities as schedules change.
Coordinate department and leadership meetings, including scheduling, agendas, materials, notes, and follow-up items, ensuring information is accurate, organized, and shared in a timely manner.
Assist with presentations, reports, briefing materials, and board materials by preparing templates, compiling information, coordinating input, and following through with contributors to meet deadlines.
Track department priorities, deadlines, action items, and project updates, proactively following up on outstanding items and flagging issues or delays as needed.
Maintain department calendars, organizational charts, contact lists, resource libraries, dashboards, trackers, and other shared materials, with close attention to accuracy and consistency.
Compile information and provide administrative support for department budget, expense, revenue, and performance reporting, working closely with team members to ensure information is complete and up to date.
Provide scheduling, documentation, and administrative support for annual planning and other department initiatives, managing multiple assignments and deadlines with consistent follow-through.
Coordinate administrative support related to new department tools and processes, including training schedules, materials, and documentation, helping ensure staff have the information and resources needed.
Provide administrative and scheduling support for department onboarding, team meetings, retreats, recognition activities, and other team initiatives.
Handle confidential information and sensitive communications with good judgment, discretion, and professionalism.
Support Business Development activities through scheduling, meeting coordination, pipeline updates, reporting, and other administrative support, responding to team needs in a timely and service-oriented manner.
Maintain Business Development dashboards, trackers, templates, sales tools, and reporting materials, with a focus on accuracy, organization, and timely updates.
Coordinate administrative processes related to contracts, approvals, sponsorships, exhibits, and revenue tracking, following established processes and ensuring required information and approvals are in place.
Manage the Partnership inbox, responding to or routing inquiries promptly and following through to ensure requests reach the appropriate team member.
Prepare and maintain proposal templates, sales collateral, presentations, and other Business Development materials, working with team members to ensure materials are accurate and current.
Coordinate information and administrative handoffs between Business Development and other Events teams, communicating clearly across teams and helping keep sponsor and exhibitor fulfillment needs on track.
Coordinate executive schedules, travel, meetings, and onsite leadership logistics for conferences, events, committee meetings, board meetings, and special programs, anticipating scheduling and logistical needs and adjusting as plans change.
Provide administrative and coordination support for VIPs, board members, speakers, sponsors, and other event stakeholders, communicating clearly and providing a high level of service.
Coordinate sponsorship fulfillment activities, including branded item orders, production timelines, and graphic approval processes, working closely with Business Development and other Events teams to meet established deadlines and commitments.
Manage the Conferences team inbox and provide backup coverage for other department inboxes during peak event periods, responding to and routing requests in a timely and professional manner.
Coordinate event inventory, supplies, and shipping logistics, including shipments to and from event venues, tracking event materials, and maintaining accurate inventory records.
Provide onsite administrative and logistical support at ACP events, remaining flexible and responsive to changing needs and helping resolve issues within the scope of the role.