Operations and Conference Coordinator

The Operations and Conference Coordinator keeps FEDA running smoothly. This role supports the CEO and staff across a wide range of day-to-day responsibilities while also owning the logistics for FEDA's annual conference and a small number of other meetings throughout the year.

This role requires a proactive self-starter who doesn't wait to be asked to help. We're looking for someone who sees what needs to happen and makes it happen, whether that's updating the membership database, proofing an article, jumping into a project mid-stream, or coordinating the annual conference. No task is beneath them, and no task is outside their scope if it helps the team succeed.

The conference and event coordination responsibilities are important, but they follow established formats and represent only one part of the job. The real value of this role is someone who makes the entire organization run better.

• Support the CEO and staff across a variety of tasks, including research, communications, scheduling, document prep, and project coordination.
• Evaluate and manage internal software tools to ensure they support efficient operations.
• Maintain standard operating procedures (SOPs) and internal documentation to ensure consistency across the organization.
• Perform data entry and maintain accuracy in FEDA's membership database and industry product database.
• Support communications efforts by proofing articles, newsletters, and other member-facing materials.
• Manage general office operations, including ordering supplies and coordinating with vendors.
• Contribute to projects as needs arise, adapting quickly to new priorities and learning new tools or processes as needed.
• Identify opportunities to contribute and take initiative without waiting for direction.

FEDA's annual conference (approximately 350 attendees) is the biggest event of the year, and this role owns the logistics. FEDA also hosts a legislative event in Washington D.C. and a small number of board and council meetings. These events follow established formats. The job is to execute them well.

• Manage annual conference logistics: venue research and RFPs, site visits, hotel room blocks, meeting space, food and beverage, audiovisual, on-site registration, and post-event reporting.
• Coordinate logistics for the D.C. legislative event, board meetings, and council meetings.
• Oversee attendee registration processes, including database management, participant communications, reporting, and on-site registration operations.
• Coordinate speaker and presenter logistics, ensuring they are prepared and supported before and during events.
• Manage event budgets, track expenses, and ensure all events are delivered within budgetary requirements.
• Finalize contracts with hotels, restaurants, and vendors; manage payment documentation and post-event reconciliation.
• Develop and maintain relationships with venues, vendors, and travel partners.

• 2-5 years of experience in operations, administrative support, event coordination, or a related field.
• Bachelor's degree in business, hospitality, communications, or related field preferred; equivalent professional experience considered.
• Demonstrated ability to manage multiple priorities, meet deadlines, and adapt quickly to shifting needs.
• Strong organizational skills with excellent attention to detail and accuracy.
• Proficiency in Microsoft Office Suite; experience with event management or database software a plus.
• Excellent written and verbal communication skills.
• Ability to work independently while keeping leadership and team members informed.
• Ability to travel onsite (less than 10%) with potential for travel over weekends and extended periods of up to one week for two events per year.

• Highest personal and professional integrity and strong work ethic.
• Self-starter who takes ownership and drives results.
• Proactive in identifying problems and solving them without waiting for direction.
• Genuine enthusiasm for supporting others and contributing to team success.
• Strong interest in learning new things and developing new skills.

• Ability to support the staff's service relationship to members and volunteers by consistently providing responsive and respectful assistance.
• Ability to develop and manage cooperative and constructive relationships across all business and functional areas.
• Collaborative team player orientation toward work relationships.
• Effectiveness in building trust, respect, and cooperation with vendors, members, and colleagues.