Events & Partner Experience Coordinator

Events & Partner Experience Coordinator Part-Time W-2 Employee | Approximately 20 Hours per Week | $40/HourAli Hearn Coaching + Consulting (AHCC) is seeking a proactive, detail-oriented Events & Partner Experience Coordinator to manage the logistics of professional learning events, coordinate communications with school and organizational partners, and ensure seamless planning, execution, and follow-through across AHCC's programs and engagements. This is a hands-on role for someone who enjoys managing complex logistics, anticipating needs, building positive relationships, and taking ownership of details from planning through follow-up. Experience in event planning, conferences, client services, or program coordination is especially valuable. The right person communicates clearly, follows through without repeated reminders, and confidently manages competing priorities. They take initiative, ask questions promptly when information is missing, and keep partners and teammates informed about progress or roadblocks. What You’ll DoPartner Experience & Communications Coordinate scheduling, discovery calls, partner meetings, and routine follow-up conversations Confirm meeting details, links, locations, participants, and logistics, communicating changes proactively Track partner inquiries and make sure requests, next steps, and follow-ups are addressed promptly Maintain accurate partner contacts, engagement information, and communications records Organize information needed for proposals, agreements, partner planning, and follow-upPrepare routine partner communications and draft proposals or contracts from approved templates Event & Program Coordination Own the coordination of logistics for AHCC trainings, partner events, coaching engagements, and programs Maintain event timelines, registration details, participant lists, materials, travel needs, and key deadlines Prepare and send clear pre-event, reminder, logistics, and post-event communications Coordinate professional development credit details, including CEU/CPDU information as directed Coordinate event supplies, participant materials, welcome packages, and partner experience details Identify missing details and potential risks early, resolve routine logistics issues, and promptly flag questions or decisions that require team input Operational Coordination & Follow-Through Maintain event and engagement trackers, shared files, task lists, project boards, and documentation Monitor deliverables, owners, deadlines, and next steps, following through before items become overdue Capture and organize meeting notes, decisions, and assigned action items when needed Keep contracts, billing inputs, receipts, and relevant records organized for clean internal handoffs Coordinate with AHCC accounting support to provide accurate and timely information for invoicing Make approved updates to AHCC systems, event pages, registration tools, and shared resources, carefully checking accuracy and preserving existing information Partnership Development & Outreach Support Support outreach to prospective partners, conferences, and speaking or collaboration opportunities Draft thoughtful outreach, follow-up emails, event recaps, and approved communications Maintain prospect and opportunity details, contact records, and next steps for follow-upCoordinate approved outreach activities and assist with scheduling related communications Help organize testimonials, event stories, and partner feedback for use by AHCC’s marketing support Support approved marketing communications as needed without owning the overall marketing strategy

Background in corporate events, conference planning, nonprofit programs, or education-related events. Experience handling event registration, professional learning logistics, and partner outreach What This Role Is NotThis is an execution-focused coordination role with meaningful ownership of partner experience and event logistics, but it does not independently set AHCC business or program strategy. The Events & Partner Experience Coordinator will not be responsible for: Setting pricing or contract terms Making final decisions about program content or curriculum Owning AHCC’s marketing strategy, brand positioning, or final public messaging Making major financial decisions or performing bookkeeping Independently committing AHCC to new clients, partnerships, vendors, or expenses Making major partnership, client relationship, or business strategy decisions When an issue calls for Ali’s judgment, program expertise, financial approval, or strategic direction, the coordinator should raise it early, present the relevant context, and advance the next steps. How You’ll Work With the TeamThis position works across AHCC and is a key point of coordination for partner experience, events, and outreach. You’ll work closely with Ali Hearn on partner communication, priorities, and relationship follow-through. You’ll coordinate with program leadership on engagement planning, event logistics, participant needs, and materials. You’ll collaborate with AHCC’s finance and bookkeeping support to provide complete, timely invoicing information. Most importantly, you’ll make it easier for the team to deliver excellent experiences by keeping details organized, communicating early, and closing the loop on commitments.

This is a part-time W-2 position averaging approximately 20 hours per week, with the possibility of additional hours during periods of increased event and partner activity, subject to prior approval. The role requires consistent weekday availability and flexibility to coordinate with partners and team members during normal business hours. AHCC welcomes qualified candidates nationwide, with particular interest in candidates based in the Chicagoland area. Work arrangements and any event-related travel expectations will be discussed during hiring.