Education & Events Coordinator

Position Summary

The Education & Events Coordinator supports the planning and execution of NAPFA’s live events, including national conferences, symposia, and specialized programs. This role coordinates assigned logistics, manages communication with speakers, volunteers, and vendors, and provides on-site support that helps deliver a professional, high-quality experience for attendees and sponsors. The Coordinator works closely with the Director of Professional Development & Events, the Senior Coordinator, and the Partnerships team to ensure smooth event operations and alignment with NAPFA’s education and member experience goals.

Key Responsibilities

Committee & Volunteer Support

• Support the Live Education Subcommittee and related volunteer groups by preparing agendas, coordinating meeting logistics, sharing materials, and tracking follow-up items.
• Assist the Director with organizing the committee review process for session proposals.
• Facilitate portions of committee calls as assigned.
  Maintain timely communication with volunteer members. 

Call for Proposals Coordination

• Assist with Call for Proposals setup, timelines, submissions tracking, and preparation of materials for reviewers.
• Coordinate communications with submitters and reviewers.
• Support the Director and committee during the evaluation process by organizing materials and deadlines.

Speaker Coordination

• Serve as the logistical contact for speakers before, during, and after events.
• Manage speaker agreements, bios, materials collection, deadlines, and pre-event communication.
• Coordinate rehearsals, briefings, and onsite speaker support. 

Registration Coordination

• Build and test event registration setups, ensuring accurate pricing, categories, and access levels.
• Coordinate with Membership on member-type logic and data flow.
• Work with Marketing to confirm registration language and branding.
• Monitor registration activity and prepare reports.
• Serve as primary contact for attendee registration questions and troubleshooting. 

Event Planning & Logistics

• Support the Director in planning and executing logistics for conferences, symposia, and education programs.
• Assist with vendor coordination including hotels, audiovisual, décor, catering, transportation, and event materials.
• Maintain event timelines, logistics documents, and the master calendar.
• Provide onsite support, including registration desk operations, speaker assistance, session support, and issue resolution. 

Sponsor & Exhibitor Support

• Collaborate with staff responsible for sponsor and exhibitor engagement to plan and communicate logistics.
• Support activities such as space assignments, signage placement, session participation, and inclusion in event materials.
• Ensure sponsor and exhibitor needs are reflected accurately in timelines and floor plans.
• Provide onsite support for sponsor and exhibitor activities. 

Evaluation & Reporting

• Coordinate attendee, speaker, and session evaluation surveys, ensuring timely distribution and collection.
• Compile evaluation data into summary formats for staff and volunteer review.
• Support content quality by collecting and formatting session materials for publication.
• Assist with documenting attendance and preparing post-event reports.
• Share operational observations to support continuous improvement. 

Collaboration & Cross-Functional Coordination

• Partner with Marketing, Membership, Partnerships, and Continuing Education teams to ensure accurate event information and seamless attendee experience.
• Support regional symposium planning and logistics.
• Assist the Senior Coordinator, Professional Development, to maintain continuity for CE or content processes.

Communications & Inbox Management

• Manage the conference and events inbox with timely, accurate, and professional responses.
• Triage inquiries to appropriate staff when specialized support is required.
• Maintain templates, FAQs, and consistent event-related messaging. 

Administrative Support

• Review event-related information for accuracy and coordinate updates with Marketing or Membership.
• Maintain organized records, timelines, and documentation.
• Track expenses and assist with post-event reconciliation.
• Perform other duties as assigned.
   

Qualifications

• Bachelor’s degree or equivalent experience preferred.
• Strong verbal and written communication skills with a customer-service mindset.
• Excellent organizational and time-management skills with the ability to manage multiple tasks and deadlines.
• Experience supporting events or education programs, ideally in an association environment.
• Strong interpersonal skills and ability to collaborate across teams and with external partners.
• Proficiency with Microsoft Office Suite and the ability to learn new technologies quickly.
• Adaptable, proactive, and comfortable working both independently and in a team.
• Willingness to travel (approximately 10%) for on-site event support.
   

Hybrid Work Arrangement

NAPFA employees work a hybrid schedule with three remote days and two in-office collaboration days (currently Mondays and Tuesdays). This arrangement supports team cohesion, planning efficiency, and cross-departmental collaboration.