Senior Event Coordinator

Alliance Defending Freedom•Lansdowne, VA

12d

About The Position

Make a difference with us! At Alliance Defending Freedom, we believe God has brought you here for His purpose—to stand for truth and defend the God-given right to live and speak it. Together, we protect religious freedom, free speech, the sanctity of life, marriage and family, and parental rights. Review our Statement of Faith to ensure we’re a fit for you. Locations: Lansdowne, VA Team Overview As a Senior Event Coordinator, you are a vital part of the Events team here at ADF. In this role, you are responsible for orchestrating impactful events that reflect ADF’s values and advance its mission. You will take the lead in planning, coordinating, and executing sophisticated events for diverse and distinguished audiences (20-500+ attendees), including allied attorneys, ministry leaders, ministry friends, and other influential guests. Your leadership and meticulous attention to detail will transform each event into a meaningful, seamless experience that leaves a lasting impression.

Requirements

5+ years of experience in event or conference coordination, ideally within a professional and/or nonprofit setting.
Proficient in Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook.
Proven project management abilities with the capacity to manage multiple events and priorities throughout the year.
Strong research abilities to support venue sourcing, vendor selection, and event development.
Experience reviewing, interpreting, and applying terms from contracts with hotels and event venues.
Exceptional interpersonal skills, demonstrating professionalism and courtesy when engaging with ministry friends, guests, attorneys, team members, and vendors.
Strong written and verbal communication skills.
Well-developed organizational skills with strong attention to detail.
Thrives in a fast-paced, high-pressure environment while managing multiple priorities.
Stays composed and solution-focused under pressure or during unexpected challenges.
Ability to represent the organization with a positive, professional demeanor at all times .
Ability to travel domestically approximately 40 – 60 days per year as well the ability to work evenings and weekends as needed.

Nice To Haves

Bachelor’s degree preferred.
Experience coordinating events that include high-profile guests or speakers is strongly preferred.
Familiarity with event registration and project management tools is a plus (i.e. Cvent and Trello)

Responsibilities

Travel to event locations to manage on-site operations and serve as the point person to ensure successful event delivery.
Deliver a seamless experience for attendees and faculty by providing timely support and problem-solving throughout all stages of the event.
Provide proactive, solutions-oriented support to both guests and team members at every stage of the planning process.
Constantly evaluate and improve planning procedures, attendee engagement strategies, and overall event quality.
Offer mentorship and guidance to junior coordinators, fostering a culture of collaboration, excellence, and growth on the Events Team.
Understand the event vision and translate stakeholder goals into strategic execution plans.
Manage event budgets from start to finish, prioritizing fiscal responsibility without compromising quality.
Lead planning meetings, assign responsibilities, and manage complex timelines using project management tools such as Trello.
Partner with the Event Technology Team to oversee registration logistics (using Cvent) , app development, signage, and printed materials.
Communicate A/V requirements, production needs, and schedules with internal and external teams.
Identify and secure venues that align with the event’s objectives and audience profile by collaborating closely with stakeholders and the third-party site selection partner. This includes drafting detailed RFPs, overseeing the full site selection process, presenting venue recommendations, obtaining necessary approvals, and managing all steps through final contract execution.
Coordinate event logistics , including catering, room setups, décor, ground transportation, and vendor relationships.
Manage attendee accommodations , including rooming lists.
Support in-house event needs by working with the Facilities Team and ensuring timely shipping and receiving of materials.
Track expenses meticulously and maintain open communication with stakeholders to keep events within scope and budget.