Event Logistics Specialist

Type of position: Full Time

Salary-Exempt Status: Overtime Eligible

Position Summary

The Event Logistics Specialist is an integral member of the Marketing Team who executes the Chapter’s internal event strategy with a focus and concentration on logistics. This role supports in the creation of chapter wide shared resources, cost savings methods and the overall guest experiences. Events include all organization-sponsored ticketed events, community events and higher revenue generating events across the Chapter.

Essential Job Functions

• Work closely with the Event Marketing Sr. Manager to follow comprehensive logistical plans for internal events.
• Work proactively with Advancement, Marketing & Volunteer teams to ensure event logistical needs are communicated and met.
• Management of expense budgets ensuring that each event is within budget.
• Work cooperatively with finance team to document and input expenses for events into Salesforce.
• Manage raffle logistics for events; secure items, work with VP of Administration and Director of Finance to ensure chapter raffles have proper licensing.
• Manage all chapter wide event vendor and venue-related contract negotiations and approvals; work a year ahead to confirm and manage next fiscal year internal events calendar.
• Strong familiarity of contracts and penalties for cancellations or moving dates and provide recommendations for best outcomes for the chapter.
• Manage and secure instabuy items for internal events.
• Cross-market expense savings and partnerships, including in-kinds, food & beverage, and staff accommodations.
• In person attendance at specified events as dictated by role and planned with Event Marketing Sr. Manager.
• Support Advancement leadership on guest management process.
• Manage gala silent auction process and master spreadsheet for all internal events. Work across teams to procure items and fill gaps for each specific event.
• Order chapter branded materials for all teams upon receiving approval from Event Marketing Sr. Manager.

Core Competencies

Reliable- As reliable employees, we are consistently kind and respectful. We earn the confidence and trust of those we work with. We navigate our work with honesty and integrity by being accountable for the commitments we make.

Communicator-We own our roles as communicators by being authentic and consistent in our communications with each other. We foster open dialogue and encourage giving and receiving feedback. We share respectfully and listen carefully.

Inclusive-We are employees who strive to be inclusive, we invite the perspectives and insights others share. We value collective problem-solving and the shared success of every member of the chapter team toward our common goals.

Humble-Humble employees seek to continuously become more self-aware and assume best intentions in others. We are willing to consider how we show up to our work, seek clarity from others, and take responsibility for our words and actions.

Planful-We show respect for our work and others by being planful. We are organized in the management of our daily work. We are on time and prepared for meetings. And we embrace changes that create more effective and efficient ways to work together.

Energetic-We are excited about working with others who believe in the future of our chapter and take our functional and cultural roles seriously. We are resilient and supportive of each other through wins and challenges.

Qualifications

• Bachelor’s degree or equivalent work experience
• Minimum 3 years’ experience managing multiple large events (500 ) guests simultaneously and independently with demonstrated fundraising and guest experience mindset.
• Impressive references and portfolio of previously managed events.
• Superb time management skills with project management background.
• Budget management and negotiation skills.
• Flexibility to travel overnight about 30% of the time.

Physical Demands

While performing this job, employees may be required to talk, stand, or sit for long periods of time, walk, climb stairs, key data, stoop, twist, bend, crawl, speak and hear. Employees may drive a motor vehicle and may be required to travel during business hours. Person must also be able to move/lift to 20 pounds. While performing this job employee is exposed to weather prevalent at the time with varying noise levels. Reasonable accommodations may be made to enable a person with disabilities to perform the essential functions.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.