The Event Logistics Coordinator provides administrative and logistical support for NAFA’s events, meetings, and related programs. Reporting to the Event Logistics Manager, this role assists with planning, coordination, tracking, and on-site execution to ensure events run smoothly and according to established timelines and processes. The coordinator plays a key role in supporting internal teams, vendors, and event participants through accurate organization, communication, and follow-through.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Identify appropriate venues for events and meetings
• Assist with contract administration by tracking deliverables, deadlines, and required documentation
• Coordinate routine communications with venues, vendors, speakers, exhibitors, and internal staff as assigned
• Provide on-site logistical support during events, including registration desk support and vendor coordination
• Support the preparation and maintenance of event timelines, task lists, and checklists
• Prepare and update rooming lists for staff, vendors, and speakers under direction of the Specialist
• Support event registration processes, including data entry, testing, and on-site assistance
• Coordinate production, packing, shipment, and receipt of meeting materials and supplies
• Track sponsorship fulfillment items and assist with on-site sponsor needs
• Maintain accurate records, files, and post-event documentation
• Support the Event Logistics Manager with logistical planning and execution of meetings and events

This is not meant to be all-inclusive as other duties may be assigned as needed.

MEASUREMENT OF SUCCESS

• Assigned tasks and deadlines are consistently met
• Event materials, lists, and logistics are accurate and well organized
• Communication with internal teams and vendors is timely and professional
• Feedback from the Event Logistics Manager, NAFA staff, and event participants is positive

PHYSICAL DEMANDS / WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

This position requires occasional travel. This may include the ability to drive a car or travel on public transportation such as trains and planes.

Individuals may need to sit or stand for extended periods of time and may require walking for periods throughout the day.

Job requires ability to use a computer, read a computer screen, use of a telephone, and other office equipment as it relates to the work.

Requires ability to reach above shoulder height, below the waist, or lifting to move or access materials throughout the workday. May include lifting to 25 pounds for files and/or presentation equipment/ documents on certain occasions.

BENEFITS

• Work from your location, anywhere in the US. (Fully remote candidates only.) A preference for candidates located in the eastern and central time zones.
• Technology stipend
• 25 PTO first year
• 9 paid holidays
• Fully paid Health, Dental and Vision for employee
• Retirement 6% match for 401K
• Professional Development/Training

EDUCATION, EXPERIENCE, AND REQUIRED SKILLS

• Bachelor’s degree preferred
• 1–3 years of experience in event coordination
• Interest in event planning, logistics, or association management
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and meet deadlines
• Proficiency with Microsoft Office applications; experience with event or registration software a plus
• Strong customer service orientation
• Ability to travel up to 12 times per year