Academy Event Logistics Coordinator - Ursuline Academy

Job Description

Job Description

Position SummaryThe Academy Event Logistics Coordinator is responsible for the logistics and execution of events and related functions, ensuring that all logistical elements are delivered with consistency, efficiency, and attention to detail.This role supports the Academy by translating event plans into well-coordinated execution, maintaining organized systems for inventory and campus readiness, and ensuring that all physical aspects of events reflect a welcoming and professional Ursuline experience. The Manager reports directly to the Director of Development & Alumnae Engagement and collaborates with multiple departments across the Academy.This is an 11-month position aligned with the academic calendar and event cycle.Essential Duties and Responsibilities:Event Execution & Logistics● Execute Academy events based on established plans and run-of-show documents developed by the various internal stakeholder groups.● Manage event logistics including setup, breakdown, and space readiness (tables, chairs, linens, AV, signage)● Help develop and implement actionable detailed execution timelines and checklists● Monitor event flow and troubleshoot issues in real time to ensure smooth delivery and experience● Manage volunteer groups to facilitate timely and organized implementation of events that nurtures community engagement and reaches defined goals.Operational Coordination● Coordinate with internal teams (Advancement, Enrollment, School leadership and operational teams) to align event logistics with priorities● Partner with Facilities, Security, and vendors to ensure spaces are properly prepared and all logistics are confirmed in advance● Serve as primary point of contact for vendors during event execution● Ensure clarity of roles and responsibilities when supporting events led by other departmentsInventory & Storage Management● Maintain organized systems for event inventory, storage, and reusable materials● Track usage, coordinate cleaning/repairs/disposal, and ensure materials are properly stored and accessible● Improve operational efficiency by reducing waste and last-minute needsBookstore Operations● Oversee day-to-day bookstore operations, including: ○ Inventory tracking and restocking ○ Processing in-person and online sales ○ Maintaining an organized and welcoming retail environment● Coordinate with the Business Office to ensure accurate financial processing and reporting● Supervise volunteers supporting bookstore operationsEvent and Book Store Reporting & Continuous Improvement● Track and report key operational insights following events, including: ○ Execution compared to expectations ○ Logistical challenges or inefficiencies ○ Timing and coordination issues● Recommend operational enhancements to improve efficiency and execution quality over timeQualificationsRequired ● Bachelor's degree or equivalent professional experience● Minimum of 3–5 years of experience in event operations, logistics, inventory management, or a related field● Strong organizational and time management skills with the ability to manage multiple priorities● Demonstrated ability to execute detailed plans with accuracy and consistency● Strong reporting and administrative skills, including the ability to track, analyze, and regularly communicate data related to events, inventory, and bookstore operations● Proficiency in basic data tracking tools (e.g., Excel, Google Sheets) and comfort maintaining organized records and reports● Effective communication and collaboration skillsPreferred● Experience working in an educational or nonprofit environment● Experience coordinating with facilities teams and external vendors● Familiarity with inventory management or operational systemsKey Competencies● Detail-oriented and highly organized● Reliable and accountable● Calm and solutions-oriented under pressure● Collaborative and service-minded● Ability to follow direction while working independently● Comfortable working with data and translating operational information into clear, usable reportsCome make a difference at Ursuline Academy!Ursuline Academy of New Orleans, founded in 1727 and sponsored by the Ursuline Sisters, is a Catholic school for girls offering a strong educational environment from early childhood through a college preparatory secondary program.As Ursuline approaches its 300th year, this is a once-in-a-lifetime opportunity to join a dynamic team helping shape the next chapter of the oldest Catholic school and oldest girls' school in the United States. Rooted in spiritual formation, academic excellence, and a lifelong commitment to Serviam: I will serve, Ursuline educates young women to lead with confidence, compassion, purpose, and courage.The Academy's all-girls environment empowers students to challenge themselves, explore beyond their comfort zones, and expand what they believe is possible. With STEM and the Arts serving as equal partners in 21st-century learning, Ursuline prepares girls to think boldly, serve generously, and lead their own paths with Serviam at heart.Joining Ursuline means becoming part of a living legacy, one that has shaped generations of women leaders and continues to prepare girls for a diverse and global society.