Specialist, Learning Programs & Events

Specialist, Learning Programs & Events

Senior Manager, Learning Programs & Events

Goodwill Academy

N/A

Exempt

BASIC FUNCTION

The Learning Programs and Events Specialist provides operational and logistical support for Goodwill Industries International’s learning programs, flagship events, meetings, retreats, and special events, including the Annual Meeting of the Conference of Executives (AMCOE), Delegate Assembly (DA), Goodwill on the Hill, Optimized Learning Events, Learn and Lead Labs, board meetings, and other special meetings and event. This position coordinates registration, housing & attendee operations; program and event logistics; speakers, marketing and communication, event mobile app, awards, shipping, vendor, onsite staffing and activities, event general operations and administrative support. This position works both independently and collaboratively with the Learning and Program event team, program leads, vendors, and helps ensure a seamless, high-quality experience for participants, speakers, and other guests.

SPECIFIC DUTIES

Registration, Housing & Attendee Operations

• Coordinate participant registration, confirmations, substitutions, cancellations, and attendee communications.
• Maintain accurate registration records, attendee rosters, rooming lists, and participant databases.
• Coordinate hotel reservations, housing assignments, rooming list updates, and special accommodation requests.
• Respond to attendee inquiries and provide timely customer service support before, during, and after programs and events.
• Prepare registration materials, badges, attendee lists, and participant resources.
• Support registration desk operations and attendee services during onsite programs and meetings.
• Monitor attendance and participant engagement data and assist with reporting activities.

Program & Event Logistics

• Support logistics for leadership cohort programs, Optimized Learning Events, Learn and Lead Labs, AMCOE, Delegate Assembly, board meetings, retreats, and special meetings.
• Coordinate meeting space requirements, room setups, audiovisual needs, catering, signage, supplies, and event materials.
• Maintain project timelines, logistics trackers, planning documents, and operational checklists.
• Assist with pre-event planning, onsite execution, and post-event closeout activities.

• Coordinate logistics with internal stakeholders, venues, and vendors to ensure successful event delivery.
• Identify operational issues and escalate concerns appropriately to support timely resolution.

Speaker Coordination

• Coordinate speaker, facilitator, and presenter logistics for assigned programs and events.
• Maintain speaker schedules, biographies, presentation requirements, travel details, and session logistics.
• Coordinate communication and deliverables between speakers, faculty, program leads, and vendors.
• Support collection and organization of presentations, handouts, and program materials.
• Assist with onsite speaker and faculty support to ensure session readiness and successful delivery.

Marketing and Communication Coordination

• Support event marketing and communications, including messaging, timelines, audience lists, and promotional needs.
• Coordinate HubSpot communications and maintain event content in Stova and Goodwill Exchange.
• Work with Creative Services on event websites, branding, content updates, and digital promotional materials.
• Ensure event websites, communications, signage, mobile app content, and attendee resources follow GII branding and approved messaging.

Mobile App Coordination

• Support development, testing, deployment, and maintenance of event mobile applications.
• Coordinate collection and organization of speaker information, schedules, attendee communications, maps, and event resources for mobile platforms.
• Conduct quality assurance reviews to ensure app content is accurate, complete, and current.
• Coordinate updates with internal stakeholders and mobile app vendors.

• Provide support for attendee questions and troubleshooting related to event mobile applications.

Awards Coordination

• Coordinate logistics and administrative support for AMCOE and Delegate Assembly awards programs.
• Manage award timelines, nomination tracking, submission administration, and stakeholder communications.
• Coordinate award recipient information, recognition materials, certificates, plaques, and presentation logistics.
• Support preparation of award presentations, scripts, audiovisual requirements, and onsite recognition activities.
• Collaborate with internal stakeholders to ensure a professional and seamless awards experience.

Shipping Coordination

• Coordinate shipping and receiving of program materials, supplies, signage, awards, and equipment.
• Prepare shipment inventories, labels, and tracking information.
• Monitor deliveries to hotels, meeting venues, and event locations.
• Coordinate return shipments, inventory reconciliation, and storage of materials following events.
• Troubleshoot shipping issues and collaborate with carriers and vendors to resolve

Vendor Coordination

• Coordinate day-to-day communications with hotels, shipping providers, audiovisual providers, mobile app vendors, and other event partners.
• Confirm vendor schedules, deliverables, timelines, and logistical requirements.
• Maintain vendor records, contracts, and contact information.
• Review invoices and supporting documentation for accuracy and processing.
• Escalate vendor service issues, discrepancies, and contract-related concerns to appropriate team leads.
• Support positive and productive relationships with vendors and venue partners.

Onsite Staffing & Event Coordination

• Support coordination and management of onsite support staff, temporary personnel, volunteers, and contracted event staff.
• Assist with staff schedules, assignments, event briefings, and operational coverage plans.
• Coordinate onsite support activities to ensure effective event operations and attendee service.
• Provide onsite operational support and troubleshoot participant, speaker, and logistical issues as needed.
• Support registration desk operations, attendee services, room monitoring, and event logistics throughout program delivery.

Operational & Administrative Support

• Maintain organized program files, templates, standard operating procedures, and historical records.
• Maintain events calendar on Goodwill Exchange and in alignment with GWA Project Manager.
• Support purchase requests, invoice processing, budget tracking activities, and expense documentation.
• Monitor deadlines and follow up with stakeholders on outstanding deliverables.
• Assist with development and continuous improvement of registration, housing, logistics, speaker coordination, and event management processes.
• Provide additional operational and administrative support for COE Committees.

RELATIONSHIPS

Internal: Frequent collaboration with Learning Programs and Events team members, program leads, communications staff, finance, data and technology teams, and other cross-functional partners.

GII Members: Regular interaction with Goodwill conference participants, speakers, faculty, and other Goodwill leaders to support a high-quality participant experience.

External: Ongoing interaction with hotels, venues, mobile app providers, audiovisual companies, shipping providers, event vendors, speakers, facilitators, and consultants.

SKILLS NEEDED

• Strong organizational, administrative, and project coordination skills.
• Excellent customer service and interpersonal skills.
• Strong attention to detail and ability to manage multiple priorities simultaneously.
• Effective verbal and written communication skills.
• Experience supporting registration, housing, logistics, and event operations.
• Ability to maintain accurate records, databases, and reporting tools.
• Experience coordinating with hotels and other event-related vendors.
• Strong problem-solving and issue-resolution skills.
• Ability to work independently and as part of a collaborative team.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams, Stova (registration systems), social media.
• Familiarity with registration platforms, event technologies, and mobile event applications preferred.

EDUCATION & EXPERIENCE

Required Education

• Associate's degree in Event Management, Hospitality Management, Business Administration, Communications, Education, Organizational Development, or a related field; or an equivalent combination of education and relevant professional experience.

Preferred Education

• Bachelor's degree in Event Management, Hospitality Management, Business Administration, Communications, Education, Organizational Development, or a related field.

Required Experience

• Two to four years of progressively responsible experience supporting meetings, conferences, events, training programs, learning programs, or similar initiatives.
• Experience coordinating registration, attendee communications, housing management, logistics, or customer service functions.

• Experience managing multiple priorities and deadlines in a fast-paced environment.
• Experience working with vendors, venues, and external partners.
• Proficiency with Microsoft Office Suite and business productivity tools.

Preferred Experience

• Experience supporting leadership development programs, professional education programs, association events, conferences, board meetings, or governance-related events.
• Experience with registration, housing, survey, mobile app, or event management platforms.
• Experience coordinating speakers, facilitators, faculty, or presenters.
• Experience supporting awards programs and recognition events processes.
• Experience coordinating shipping, event inventory and onsite event operations.
• Experience working within a nonprofit, membership association, learning and development, or professional education environment.

Physical & Travel Requirements

• Ability to travel approximately 15–25% to support learning programs, conferences, meetings, and special events for up to a week at a time.
• Ability to occasionally lift and transport event materials and supplies up to 25 – 30 pounds.
• Ability to work occasional evenings and weekends for as many as six events per year required to support program and event operations.

SUCCESS MEASURES

• Timely completion of logistics milestones and operational deliverables.
• Consistent adherence to established processes, procedures, and service standards.
• Seamless operational support for learning programs, conferences, meetings, and special events for multiple events at once.

• High participant satisfaction and responsive attendee support.
• Effective coordination of speakers, faculty, and awards activities.
• Successful delivery and management of event materials and shipments.
• Strong vendor relationships and service performance.