Event Coordinator – Alliance Defending Freedom

Company Name: Alliance Defending Freedom
Scottsdale, AZ
Full Time

Job Description:

Alliance Defending Freedom is looking for a highly skilled Event Coordinator, located in Scottsdale, AZ. As the Event Coordinator, you are a vital part of the Event Planning Services Team. In this role, you will report to the Events Manager and are responsible for coordinating events, training sessions, and meetings associated with ADF. Coordinating all aspects of developing, planning, and executing events. Responsible for creating high quality, positive experiences for attendees that may involve ministry friends, potential ministry friends, allied organizations/attorneys, ministry friend ambassadors, and other guests. The exceptional results of events support the objectives of the organization.

Your Essential Responsibilities:

In this position, you will:

  • Act as an initial point of contact for event host: Gather all pertaining information and offer suggestions/recommendation to ensure requests can be met
  • Prepare request for proposals (RFP) according to needs identified with event host
  • Coordinate the selection of venue. Responsibilities include research, site visits, and finding resources to help decisions about event possibilities
  • Review and negotiate space contracts for COO and Legal Team review for major events including Blackstone, Academy, Arête Academy and International events
  • Book event space and arrange food and beverage, order supplies, make travel arrangements, and ensure appropriate décor to meet the quality expectations of ADF
  • Create and maintain CVENT event management. Work with Digital Communications team as needed. Responsibilities include coordinating invitation designs and following through with registration set up process.
  • Communicate event Audio Visual needs to A/V Manager and work as a team to ensure minimal technical difficulties
  • Create and revise room layouts for each event
  • Serve as liaison with vendors and all ADF teams involved on event-related matters
  • Work with the Director of Events to stay within the event budget
  • Travel to the event site and assist with leading Event Coordinators in managing on-site production and clean up for events as necessary
  • Provide high quality of customer service and find solutions to any problems that arise concerning services or programs provided
  • Develop and apply new ideas to improve the event planning and implementation process

Skills you need to succeed:

Demonstrated proficiency in:

  • Microsoft Office software: Word, PowerPoint, Excel, and Outlook
  • Excellent communication skills, including writing, proof reading skills, and speaking
  • Strong project management skills – Ability to manage multiple event assignments from a variety of team members during a calendar year
  • Excellent interpersonal skills- high level professionalism with a variety of individuals such as ministry friends, guests, attorneys, team members and vendors; strong networking skills
  • Excellent organizational skills
  • Excellent planning skills to determine flow of events and anticipate needs such as staffing
  • Diligent research skills
  • Fantastic customer service ethic and high expectations for quality

Ability to:

  • Review and understand contracts with hotel and conference locations
  • Take leadership in discussing, planning, strategizing and coordinating events with little supervision
  • Travel as needed

Education and/or experience:

  • 3+ years of conference event coordinating experience desirable
  • Bachelor’s degree preferred; significant work experience can substitute for the degree

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