Event Logistics Specialist in Washington, District of Columbia at National Minority Aids
Job Description
Position Overview
NMAC seeks a highly organized, detail-oriented, and collaborative Event Logistics Specialist to support the planning and execution of the organization’s conferences, trainings, advocacy events, fundraisers, leadership convenings, workshops, and virtual experiences.
Reporting directly to the Director of Events, the Event Logistics Specialist plays a critical role in ensuring the smooth coordination of event operations from initial planning through post-event closeout. The Specialist will manage logistical details, support participant engagement, coordinate vendors and venues, and help create welcoming, accessible, and mission-driven experiences for attendees.
The ideal candidate is an exceptional project coordinator who thrives in a fast-paced environment, enjoys managing multiple moving parts, and approaches problem-solving with professionalism, flexibility, and a strong commitment to customer service and community engagement.
Essential Duties and Responsibilities
Event Logistics Coordination
- Support the planning and execution of conferences, trainings, advocacy events, fundraisers, workshops, convenings, and other NMAC-sponsored programs.
- Develop and maintain event timelines, project plans, production schedules, planning trackers, and event documentation.
- Coordinate venue logistics, meeting space requirements, room layouts, catering, transportation, lodging, shipping, signage, equipment, and event supplies.
- Conduct venue research and assist with site visits and logistical assessments.
- Communicate regularly with vendors, venues, contractors, and service providers to confirm deliverables, timelines, staffing, and event requirements.
- Track contracts, invoices, deposits, purchase requests, and payment deadlines in accordance with NMAC policies and procedures.
- Assist with monitoring event expenses and maintaining budget records.
- Prepare registration materials, attendee packets, badges, signage, and event supplies.
Participant, Speaker, and Sponsor Support
- Coordinate logistical arrangements for speakers, facilitators, moderators, sponsors, exhibitors, and community partners.
- Assist with speaker communications, travel coordination, presentation collection, briefing materials, and event schedules.
- Manage participant communications related to registration, confirmations, travel information, event details, and post-event follow-up.
- Coordinate attendee accommodations, including accessibility requests, language interpretation, dietary needs, and other participant support services.
- Maintain accurate registration data and attendee records in approved organizational systems.
- Support participant engagement efforts designed to create a positive attendee experience before, during, and after events.
Event Operations and Production Support
- Coordinate event-day operations, including registration, check-in, room readiness, vendor setup, signage placement, and attendee support.
- Assist with the preparation and maintenance of production schedules, run-of-show documents, staffing plans, and emergency contact lists.
- Coordinate audiovisual equipment, livestreaming support, registration technologies, event applications, and other production requirements.
- Provide onsite and virtual event support and troubleshoot logistical challenges as they arise.
- Escalate operational issues and decision points to the Director of Events as appropriate.
- Support contingency planning and implementation for schedule changes, technology disruptions, cancellations, and other event-related challenges.
- Assist with event breakdown, inventory management, shipping, returns, and post-event logistics.
Accessibility and Participant Experience
- Help ensure events are welcoming, accessible, and inclusive for all participants.
- Coordinate accessibility accommodations and communicate needs to vendors, venues, presenters, and internal teams.
- Support language access services, assistive technology arrangements, and participant support requests.
- Ensure participant communications are clear, timely, accurate, and culturally responsive.
- Promote practices that respect participant privacy, dignity, consent, and safety.
Financial Administration and Event Closeout
- Support budget tracking and event expense management.
- Assist with invoice processing, expense reconciliation, and vendor payment coordination.
- Organize event records, contracts, receipts, and supporting documentation.
- Maintain accurate event files and archival records.
- Assist with post-event reporting, evaluations, and lessons-learned documentation.
- Support data collection related to attendance, participant satisfaction, and event outcomes.
Cross-Department Collaboration
- Work closely with Programs, Development, Advocacy and Policy, Strategic Marketing and Communications, Finance, Operations, IT, and Production teams.
- Build and maintain positive working relationships with community partners, vendors, sponsors, consultants, speakers, venues, and participants.
- Communicate project status updates, emerging risks, and logistical needs to the Director of Events.
- Support special projects and additional event-related responsibilities as assigned.
Required Qualifications
- Associate’s degree or Bachelor’s degree in Event Management, Hospitality, Communications, Business Administration, Nonprofit Management, or a related field, or equivalent professional experience.
- Minimum of three (3) years of experience coordinating events, conferences, trainings, meetings, fundraisers, or similar programs.
- Demonstrated experience managing logistics for multiple projects simultaneously.
- Strong organizational skills with exceptional attention to detail.
- Excellent written, verbal, and interpersonal communication skills.
- Experience coordinating vendors, venues, travel arrangements, registration processes, or event operations.
- Proficiency with Microsoft Office Suite, particularly Excel, Outlook, PowerPoint, and Teams.
- Ability to work effectively in a collaborative and fast-paced environment.
- Commitment to diversity, equity, inclusion, accessibility, and community-centered engagement.
- Willingness to travel and work occasional evenings and weekends.
Preferred Qualifications
- Experience supporting nonprofit, public health, advocacy, HIV, LGBTQ+, health equity, or social justice organizations.
- Experience using event registration and management platforms such as Cadmium, Eventbrite, Submittable, or similar systems.
- Familiarity with virtual event platforms and webinar technologies.
- Experience supporting conferences with 500+ attendees.
- Knowledge of accessibility and accommodation best practices for meetings and events.
Core Competencies
- Event Logistics and Coordination
- Project Management
- Attention to Detail
- Organization and Time Management
- Customer Service and Participant Support
- Problem Solving and Adaptability
- Communication and Collaboration
- Vendor and Stakeholder Relations
- Budget Tracking and Administrative Support
- Technology and Event Systems
- Cultural Responsiveness and Inclusion
- Teamwork and Accountability
Work Environment
This position operates in a hybrid office environment and requires occasional travel throughout the United States. Evening and weekend hours may be required to support NMAC conferences, events, fundraisers, and community engagement activities.
Grant Funding Statement
This position is funded in whole or in part through external grant funding. Continued employment may be affected by the availability, reduction, or discontinuation of applicable funding.
Job Description Disclaimer
This job description summarizes the primary duties and qualifications of the position and is not intended to describe every duty or responsibility. Duties and responsibilities may be modified consistent with organizational needs and applicable law.
Equal Employment Opportunity
NMAC is an Equal Opportunity Employer committed to a diverse, inclusive, and equitable workplace. NMAC does not discriminate on the basis of race, color, religion, creed, sex, pregnancy, gender identity or expression, sexual orientation, national origin, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by applicable federal, state, or local law.
NMAC provides reasonable accommodations to qualified applicants and employees with disabilities in accordance with applicable law.
Inclusive Candidate Statement
NMAC encourages qualified candidates to apply even if they do not meet every preferred qualification. We value diverse perspectives, lived experiences, transferable skills, and nontraditional career paths that strengthen our work and advance our mission.
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