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    Event Logistics Coordinator - Washington, United States - Melanoma Research Foundation

    Melanoma Research Foundation
    Melanoma Research Foundation Washington, United States

    4 weeks ago

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    Description

    Job Summary:

    The Melanoma Research Foundation (MRF) is seeking an Event Logistics Coordinator (ELC) to organize and optimize the Foundation's fundraising events to include but not limited to the National Miles for Melanoma 5K run/walk program, National Gala program, and other development related events and activities. The ELC is a well-organized, strategic and highly detailed oriented professional who communicates effectively and works seamlessly with vendors, staff, constituents and donors.

    The ELC coordinates and facilitates the planning, execution, evaluation of events, including but not limited to securing all vendors and coordinating logistics, shipping and receiving of all event materials, volunteers, auctions, raffles, and registration/check-in/check-out. The primary goal of the Event Logistics Coordinator is to ensure that the "event experience" is seamless for attendees, volunteers, staff and vendors. The ELC contributes to the MRF's organizational effectiveness by handling all invoicing processes, reconciling budgets, ensuring sponsor benefits are implemented at all events, and building a consistent "constituent experience" while optimizing vendor relationships to reduce costs.

    What You'll Do:

    • Identify, negotiate with, and procure vendors and necessary resources for the Miles for Melanoma 5K, Gala series, and additional fundraising events as required.
    • Review contracts for accuracy and route them for internal approvals.
    • Track contract deliverables and dates for the development department.
    • Process event invoices and contracts through the Accounts Payable system, ensuring adherence to each event's budget constraints.
    • Research and secure all required permits in each respective event city.
    • Serve as primary coordinator for all phases of an event
    • Adhere to budgets and successfully reconcile all expense financials after each event.
    • Manage the shipping/receiving for all events/activities.
    • Maintain a master calendar of events to assist with organizational planning to optimize participation.
    • Work closely with the Communications Department to manage event deliverables, ensuring accurate listing of sponsorship benefits.
    • Work with the development team to ensure all event-related travel is planned and secured in compliance with the MRF Travel policy.
    • Conduct post-event evaluations and complete performance matrix for each event

    What You Bring:

    • 1-2 years direct experience in event or meeting planning and logistics or related experience.
    • High attention to detail and ability to multi-task multiple projects.
    • Excellent communication and customer service skills.
    • Tracking and management of multiple event budgets
    • Experience with Concur preferred.
    • High attention to detail and ability to multi-task multiple projects.
    • Team-player with a positive attitude who can effectively work with multiple constituents.
    • Able to travel for up to 12 events annually and work evenings and weekends as needed.
    • Position is based in the Washington, DC office.

    Education:

    Bachelor's degree required or Four years of industry and work experience.

    ADA Physical Demands:

    The physical demands represent those that must be met by an employee to successfully perform the essential duties and responsibilities of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

    • The position requires being seated for several hours a day.
    • The employee must frequently speak and hear as well as utilize the telephone, computer keyboard and monitor, pen and paper.
    • The employee is required to walk and/or travel by car, train or plane.

    Why Join Us?

    At the Melanoma Research Foundation, we're not just colleagues, we're a community committed to eradicating melanoma. Here, you'll be empowered to innovate, supported to grow, and inspired to make a real difference. Join us in the fight against melanoma and be a part of something truly extraordinary.

    Apply now and let's change lives together

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