The Association for association professionals in Chicagoland
Schaumburg
Oakbrook Terrace, Illinois
Alexandria, VA
Alexandria, Virginia
Posted: 11-May-26
Location: Bethesda, Maryland
Type: Full Time
Salary: 60,000-65,000 per year
Categories:
Required Education:
The Senior Coordinator, Events Logistics provides coordination and administrative support for event logistics across assigned events. This role supports timelines, vendor coordination, and logistics execution to ensure deliverables are completed accurately and on schedule.
The Senior Coordinator, Events Logistics works closely with the Senior Manager, Logistics to support established processes and assist with day-to-day execution across events. **This position is located in Bethesda, MD and will be required to be in the office 2-3 days per week.
Duties & Responsibilities
The Senior Coordinator, Logistics is responsible for the following as well as other duties as assigned:
Event Logistics Coordination
- Support logistics planning and execution for assigned events from planning through onsite delivery
- Track timelines and follow up to ensure deadlines and deliverables are met
- Coordinate logistics details as assigned including audiovisual, food and beverage, security, transportation, rooming lists, signage, and materials
- Maintain event supply inventory and prepare, track, and organize event shipments
- Assist onsite with logistics execution, including set up, room sets, materials distribution, event flow, and tear down
Vendor Coordination and Budget Support
- Communicate with vendors, venues, and service providers to confirm logistics details
- Support vendor coordination by researching providers, gathering information, tracking deliverables, and following up on requests
- Assist with invoice tracking, reporting, and identifying discrepancies for review
- Support preparation for site visits and pre-event meetings
Cross-Functional Collaboration and Operational Support
- Work with internal teams to support logistics needs for events
- Provide logistics details for event pages, attendee communications, and marketing materials
- Maintain tracking tools, documentation, and logistics records
- Support post-event reporting and evaluations
- Escalate issues or delays as needed
Education/Experience
- Bachelor’s Degree in a related field and 3-5 years in event logistics, meeting planning, or related operations; or equivalent combination of education and experience.
- Experience with association and/or non-profit events is preferred.
Travel
- Must be available for domestic and local travel (approx. 4-6 times per year), some evenings, and weekends.
Knowledge, Skills, and Abilities
- Strong organizational skills with the ability to manage multiple priorities and deadlines
- High attention to detail when coordinating logistics elements, materials, and timelines
- Ability to maintain accurate records and track logistics details using event management tools
- Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams)
- Strong written communication skills, including drafting and updating logistics information
- Clear verbal communication skills and the ability to confirm details and provide updates
- Ability to track timelines, monitor progress, and ensure logistics tasks are completed on schedule
- Sound judgment when handling event details and vendor information, with appropriate escalation as needed
- Problem-solving skills with the ability to resolve routine logistics issues
- Ability to work independently while collaborating with cross-functional teams
- Adaptability in responding to changing timelines and event needs
- Dependability and accountability in completing assigned responsibilities
- Willingness to support events onsite, including extended hours during peak periods
- Adherence to organizational safety and security procedures during onsite event support
Physical Demands
The physical demands described hereafter are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Ability to independently ascend and descend stairs.
- Ability to independently reach, twist and bend.
- Ability to independently remain stationery for extended periods of time.
- Ability to independently lift up to 30 pounds when required.
