An international nonprofit association in Portage, Michigan, is seeking a detail-oriented and organized Event Logistics Coordinator to oversee the planning and execution of conferences, meetings, and events. The Association organizes several conferences annually, with attendance between several hundred to over 4,000 participants, as well as small meetings throughout the United States and abroad.

ESSENTIAL JOB FUNCTIONS:

• Ability to work under pressure and handle multiple tasks simultaneously to meet deadlines
• Fast-paced and demanding environment with multiple deadlines
• Strong organizational and time management skills
• Self-motivated, well-organized, problem-solver, and detail-oriented
• Logistics, checklists, note-taking and prep-work are your superpowers
• Coordinate logistics, including catering, room set ups, transportation, lodging, travel arrangements, restaurant reservations, and equipment rentals, among other tasks
• Prepare and update event documents such as meeting specifications detailing room sets, sleeping room blocks, and more; and cross-reference information among departments and correspondence
• Maintain organized records and documentation
• Source and issue requests for proposals and review vendor quotes and negotiate contracts
• Updates event websites
• Manages intern team to support major conference functions: recruitment, selection, training, logistics, and management
• Provides on-site support. Ensure smooth event execution, handling unexpected issues with discretion
• Prepares event and site visit materials, including detailed city maps and space floor plans. Due diligence in reviewing all materials for accuracy, printing, and organizing trip booklets
• Assist with payment reconciliations and generate reports after the conferences
• Travel to events when needed, with regular travel to the annual convention and occasional travel for other meetings
• Flexible hybrid position, ability to be at the office in person on Mondays and when needed
• Other duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may vary

BASIC COMPETENCIES AND QUALIFICATIONS:

• This position requires a collaborative approach, partnering with colleagues to produce events in a complex yet enjoyable work environment
• Bachelor’s degree and 2+ years in event coordination, hospitality operations, or administrative support experience
• Candidates must be proficient with MS Office Suite, have excellent oral and written communication skills, and display proven project management skills

Please refer the Job description for details