Conference Coordinator

The American Library Association (ALA) is seeking a highly organized and detail-driven Conference Coordinator to support the planning and execution of its premier events. This role is essential in ensuring seamless logistics, strong vendor coordination, and exceptional event experiences for members and stakeholders.

At ALA, you will play a key role in delivering impactful events that support libraries and communities nationwide. This position offers the opportunity to grow your event management expertise while contributing to a mission-driven organization.

Responsibilities include:

• Coordinating vendor orders including audiovisual, technology, photography, and shipping services.
• Reviewing bids, contracts, and invoices for accuracy and compliance with organizational standards.
• Ensuring all event services align with budget requirements and program needs.
• Serving as the primary point of contact for select ancillary events such as receptions, award ceremonies, and celebrations.
• Providing excellent customer service to internal teams, stakeholders, and attendees.
• Managing event signage from content collection through production, including proofing and onsite placement.
• Maintaining event data, speaker details, and documentation across systems.
• Ensuring data accuracy for reporting and post-event analysis.
• Overseeing in-office meeting logistics, shipping, receiving, and vendor coordination.
• Supporting sustainability initiatives and tracking event-related environmental metrics.

This is a regular full-time position based in our Chicago office.

ALA staff are currently working on a hybrid schedule. Please note that although we have a generous telecommuting policy for our employees, we do not have fully remote positions outside of our workplace sites.

All offers of employment are contingent upon satisfactory completion of a background check and proof of eligibility to work in the United States.

Salary & Benefits

Starting salary range is negotiable from $50k based on relevant experience. ALA offers an excellent benefits package that includes flexible work schedules, medical and dental coverage, generous paid time off, a retirement annuity, and a 35-hour work week. You may also qualify for the Public Service Loan Forgiveness Program (PSLF).

For Consideration

Apply online including a cover letter and resume.

OR

Send resume and cover letter to:
American Library Association
Human Resources Department
Ref: Conference Coordinator
Email: recruitment@ala.org

The American Library Association is an equal opportunity employer: Minority/Female/Disability/Veteran

Requirements

• Experience in event planning, conference coordination, or hospitality.
• Strong organizational and multitasking abilities with attention to detail.
• Experience working with vendors, contracts, and event logistics.
• Excellent written and verbal communication and customer service skills.
• Ability to manage high-pressure, fast-paced environments.

Preferred Qualifications

• Familiarity with event management software and systems.
• Experience in supporting large-scale or multi-venue conferences.
• Knowledge of hybrid or virtual event technologies.

Additional Information

This position reports to the Deputy Director, Conference Operations and is based in Chicago, IL. Overnight travel is required for on-site conference support.