Event Travel Logistics Specialist

This position is responsible for supporting the planning and execution of firm events by coordinating key logistical elements, including accommodations, transportation, and attendee management. The role works closely with the Event Design & Production team to ensure events run efficiently and align with firm standards. Primary Responsibilities Event Logistics Coordination Support planning and execution of event logistics, including guest travel, accommodations, and transportation. Coordinate with vendors and internal stakeholders to ensure logistics align with event needs and timelines. Assist with onsite logistics as needed, including arrivals, departures, and real-time issue resolution. Support RSVP and event registration processes, serving as an initial point of contact and helping build out registration workflows in the lead‑up to events. Accommodations & Rooming Manage rooming lists and coordinate hotel blocks for events. Partner with hotels to confirm guest preferences, billing arrangements, and special requests, ensuring rooming lists align with invitee travel days and expectations. Track key deadlines (cut‑off dates, attrition) and support reconciliation of final reports. Serve as the internal intermediary with the hotel liaison company, managing communication and ensuring hotel deliverables are met. Support hotel contract review and due diligence processes. Transportation Coordinate ground transportation, including airport transfers and event-related travel. Assist in developing transportation schedules and managing vendor communication. Support onsite coordination for arrivals/departures when applicable. Travel Coordination Support group and individual travel arrangements as needed for events. Maintain accurate travel records and assist with reporting. Serve as a point of contact for travel-related questions within the broader event context. Liaise with the firm's appointed Travel Management Company (TMC) and Director of Hospitality to coordinate travel logistics for firmwide events, ensuring alignment with firm-wide travel policies and standards. Coordinate the movement of goods onsite, ensuring logistical responsibilities are managed in partnership with the hotel and relevant vendors. Team Support Provide general support to the Event Design & Production team, including tracking logistics-related expenses and assisting with vendor coordination. Help ensure continuity across events by supporting shared processes and documentation. Support event coordination efforts, including assisting in the lead‑up to events and contributing to onsite execution as needed; training will be provided. Secondary Responsibilities Performs other duties as assigned. Education Bachelor’s degree or related experience. Experience Five years of experience in event planning, logistics, hospitality, or a related field, with demonstrated experience coordinating corporate travel, accommodations, and transportation logistics for meetings or events. Special Knowledge Working knowledge of event logistics, including hotel room blocks, transportation coordination, and vendor management. Technical Skills Proficiency in Microsoft Office Suite, particularly Excel, with the ability to manage and track detailed logistics data. Attributes Strong organizational skills and attention to detail; ability to manage multiple priorities and meet deadlines; effective communication and interpersonal skills; ability to work both independently and as part of a team; proactive and solution-oriented mindset. Qualifications Ability to manage multiple projects simultaneously in a deadline-driven environment; flexibility to adjust to changing event needs. Working Conditions Ability to travel to off‑site events, including occasional out‑of‑town and overnight travel, is required. Ability to work late hours to attend firm events is required. Job is subject to time pressures and constraints. Ability to lift 30 pounds without assistance. The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, qualifications and skills required of personnel so classified. The firm reserves the right to revise or modify this job description at any time. #J-18808-Ljbffr Vinson & Elkins