Events Logistics Coordinator

GENERAL SUMMARY

As an integrated and proactive member of the Conference Planning Team—and in alignment with NIC’s mission, vision, and strategic goals—the Event Logistics Coordinator supports the planning and execution of NIC’s meetings, conferences, retreats, and internal events. This position is responsible for coordinating event logistics, managing assigned meetings and retreats, supporting staff travel needs, and assisting with registration and event technology functions. Working closely with the Director, Event Logistics and the Conference Planning Team, this role helps ensure events are organized, efficient, and executed with a high level of service and attention to detail.
 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Coordinate logistics for assigned committee meetings, retreats, site visits, business dinners, and other small-to-medium-sized events. Responsibilities include venue research, meeting space coordination, food and beverage planning, audiovisual coordination, rooming lists, transportation arrangements, and onsite execution.
• Serve as the primary logistics lead for assigned events while working under the guidance and support of the Director, Event Logistics.
• Support internal staff events needs by coordinating logistics for staff meetings, trainings, celebrations, and other organizational events.
• Manage staff travel logistics for conferences and events working in conjunction with the Event Logistics Specialist, including hotel reservations, transportation arrangements, travel documentation, and communication of travel details.
• Support conference registration processes and develop proficiency in Cvent to serve as a backup resource for registration management and customer service
• Support NIC’s larger conferences by coordinating with internal teams, vendors, venues, and strategic partners. Provide onsite logistical support including attendee experience oversight, room monitoring, vendor coordination, and issue resolution to ensure successful event delivery.
• Create and maintain project timelines and task lists using Asana or other project management software.
• Maintain event records, historical data, and post-event documentation to support future planning efforts.
• Stay informed on event industry trends, technology, and best practices to support innovation and continuous improvement.
• Other duties may be assigned 
• Demonstrate NIC Values including:
• Be A Spark
• Invest in Ourselves
• Partner with Others
• Take Pride in Our Work

TRAVEL REQUIREMENTS

Less than 30 days per year

COMPETENCIES

• Exceptional organizational and time management skills
• Strong attention to detail
• Ability to manage multiple projects simultaneously
• Effective written and verbal communication skills
• Customer service mindset
• Resourceful and proactive problem-solving abilities
• Ability to work independently while collaborating effectively with a team

REQUIRED QUALIFICATIONS 

• Bachelor's degree or equivalent combination of education and relevant experience
• 2–4 years of experience supporting meetings, conferences, events, hospitality, or related industries
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint
• Experience coordinating multiple projects and deadlines in a fast-paced environment

PREFERRED QUALIFICATIONS

• Experience with meeting and event planning
• Familiarity with event technology platforms, including Cvent or similar registration systems
• Experience with Asana or other project management software

WHY NIC?   

If you’ve reached this section of the job description and are unsure of whether to apply, please do! At NIC, we welcome diversity of background and experience. We would encourage you to apply if this is a role you would be passionate about doing every day. 

When you join NIC, you’ll experience a collaborative and innovative culture working alongside talented team members who live our make Grandma Proud values to support access and choice for older adults. 

Consistent with our belief that our employees are our most valuable resource, NIC offers generous compensation and performance-based incentives including participation in the discretionary bonus pool. NIC also invests in your professional and academic growth with internal training and tuition reimbursement. Our benefits package includes (but is not limited to):  

• Comprehensive healthcare coverage: Medical / Vision / Dental / Prescription Drug insurance; dependents and domestic partners eligible 
• Life and supplementary insurance  
• Employee Assistance plan including virtual and in person mental health counseling services for individuals and family   
• 401(K) retirement plan with company contributions  
• Vacation, sick, personal and floating holidays, in addition to paid holidays 
• Professional development opportunities
• Paid parental leave

At NIC, we believe that to fulfill our mission to provide access and choice to America’s older adults we need team members who bring a diversity of perspectives to the table and are committed to fostering a workplace where each team member is valued, respected, and heard. 

As such, NIC is an Equal Opportunity Employer, and we make employment decisions based on qualifications, merit and business need. We don’t discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. 

NIC is committed to the full inclusion of all qualified individuals. In keeping with our commitment, NIC will take steps to ensure that people with disabilities are provided reasonable accommodations. Accordingly, if a reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please contact [email protected].

WORK ENVIRONMENT/PHYSICAL DEMANDS

Work is generally remote but when working in the NIC office environment there may be exposure to moderate noise levels. Work involves operation of personal computer equipment for six to eight hours daily or prolonged periods of time and includes physical demands associated with a traditional office setting, e.g., walking, standing, communicating, and other physical functions as necessary. Physical requirements of this position include the following:

• Lifting up to 25 lbs 
• The noise level in the work environment is usually moderate