Logistics & Event Coordinator

K.L. Scott & AssociatesJacksonville, FLAdded 1d ago

Event Coordinator

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Job description

Position SummaryThe Logistics and Event Coordinator plans and executes the meetings, trainings, convenings, and site visits through which the team delivers technical assistance and marriage-awareness programming to TANF agencies and stakeholders. This role owns the end-to-end operational details—scheduling, venues and virtual platforms, materials, travel, registration, and follow-up—so that every event is professional, accessible, and mission-aligned.Key ResponsibilitiesPlan and coordinate logistics for in-person, virtual, and hybrid events, including peer-learning convenings, trainings, webinars, and TANF agency site visits.Manage venues, virtual-meeting platforms, catering, audiovisual needs, registration, and attendee communications.Coordinate travel arrangements and reimbursements for staff, federal partners, and invited participants in compliance with federal travel rules.Prepare, assemble, and distribute event materials, agendas, name badges, and participant packets in coordination with the communications and graphics staff.Maintain event calendars, invitation lists, RSVPs, and post-event evaluations and reporting.Ensure all events meet accessibility (ADA/Section 508), language-access, and federal meeting requirements.Track event budgets and vendor contracts, and reconcile expenses with the Project Manager.Provide on-site and virtual event support, troubleshooting issues in real time.Required QualificationsDemonstrated experience coordinating professional events, trainings, or convenings, including virtual and hybrid formats.Familiarity with the TANF program and the government and grantee audiences served by this project.Awareness of the marriage and family-strengthening subject matter sufficient to prepare accurate, on-message materials.Strong organizational, vendor-management, and multitasking skills with exceptional attention to detail.Knowledge of federal travel, meeting, and accessibility requirements.Proficiency with registration, survey, and virtual-event platforms.Preferred QualificationsExperience supporting federally funded conferences, TA convenings, or grantee events.Certified Meeting Professional (CMP) or equivalent credential.Experience coordinating multi-site or multi-state logistics.Education & ExperienceBachelor’s degree in event management, hospitality, communications, business administration, or a related field (or equivalent experience). Minimum of four years of event and logistics coordination experience, preferably in a government, nonprofit, or human-services setting.

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