Logistics & Event Specialist

Job Description

Job Description

Position Summary  

The Logistics Specialist plans and executes the operational details for meetings, trainings, webinars, peer-learning activities, convenings, and pilot-site engagements. This individual ensures that every virtual, in-person, or hybrid activity is accessible, cost-conscious, properly documented, and coordinated with OFA, presenters, participants, vendors, and project staff. 

Core Responsibilities  

• Develop and maintain the master logistics calendar for client meetings, pilot-site visits, trainings, webinars, peer-learning sessions, expert panels, and dissemination events. 

• Coordinate virtual platforms, physical space, audiovisual services, accessibility services, registration, participant communications, materials, shipping, and on-site support. 

• Plan staff, consultant, presenter, and participant travel in accordance with approved budgets, federal travel rules, advance-approval requirements, and project procedures. 

• Identify and evaluate venues, platforms, vendors, and service options; support negotiations and document selections, costs, terms, and approvals. 

• Develop run-of-show documents, staffing plans, contingency plans, speaker and participant instructions, and day-of troubleshooting procedures. 

• Coordinate accessible materials, captioning, transcripts, language access, dietary or physical accommodations, and other approved participant needs. 

• Track event costs, commitments, attendance, cancellations, issues, evaluations, and post-event actions and reconcile records with Project Support and the Project Manager. 

• Maintain reusable logistics checklists, templates, contact lists, and lessons learned to improve efficiency across recurring TTA and pilot activities. 

Required Qualifications  

• At least five years of experience coordinating professional meetings, training, conferences, site visits, or multi-stakeholder events in virtual, in-person, and hybrid formats. 

• Demonstrated ability to manage travel, venues, platforms, vendors, registration, communications, materials, accessibility, and budgets simultaneously. 

• Strong organization, customer service, negotiation, risk anticipation, and real-time problem-solving skills. 

• Working knowledge of federal travel, meeting, procurement, recordkeeping, and accessibility expectations. 

• Proficiency with virtual-event, registration, survey, scheduling, and Microsoft 365 or comparable collaboration tools. 

Preferred Qualifications  

• Experience supporting HHS, ACF, OFA, TANF, grantee, or federally funded TTA events. 

• Certified Meeting Professional or comparable event-management credential. 

• Experience coordinating Tribal, rural, multi-site, or geographically dispersed participants. 

Education and Experience  

Bachelor's degree in event management, hospitality, communications, business, public administration, or a related field preferred. Equivalent professional experience will be considered.