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Seasonal Coordinator, Event Logistics in Raleigh, NC at National Multiple Sclerosis Society

Date Posted: 12/21/2018

Job Snapshot

Job Description

The National Multiple Sclerosis Society mobilizes people and resources to drive research for a cure and to address the challenges of everyone affected by MS. To fulfill this mission, the Society funds cutting-edge research, drives change through advocacy, facilitates professional education, collaborates with MS organizations around the world, and provides programs and services designed to help people with MS and their families move their lives forward. We partner with volunteers to accomplish our work. Staff members engage volunteers through effective and timely communications, facilitating meaningful opportunities, and continually seeking and providing feedback for reciprocal growth and learning.

The Seasonal Coordinator, Event Logistics is responsible for the coordination of all logistical aspects of fundraising activities for the assigned events. Responsibilities include: logistics implementation; budget and vendor contract management; risk management; permitting; insurance; movement and delivery of event supplies; management and inventory of multiple storage units and event vehicles both prior to and during the event. The position will secure in-kind donations as well as support volunteer recruitment and engagement. This is a full-time/temporary position working approximately 35 hours per week through May 2019.
Essential Function/Responsibility
1. Logistics Project Coordinator
  • Logistics coordination and fundraising administrative support for Walk, Bike & Leadership events and will have additional logistics coordination responsibilities outside of the state
  • Position will have additional responsibilities to make calls to support Bike, Walk and Leadership event campaigns as needed 
  • In collaboration with logistics team works as a project coordinator for logistics aspects of all mass market events ensuring that all logistical elements are complete to ensure exceptional event experience for participants and sponsors
  • Secure and manage all vendors and permitting for assigned events. Maintain a focus on cost saving measures by bidding out multi-site vendors (including tents, tables and chairs, heavy equipment, toilets, waste disposal, vehicle rentals, communication equipment, entertainment equipment, water and ice, peripheral equipment such as cones, stanchions, barricades, fencing, food vendors -- paid and in-kind, etc.)
  • Manage relationship with third-party logistics company handling overall execution of Bike MS, Walk MS and Challenge Walk MS when applicable
  • Secure permits and insurance for events, establishing and maintaining good working relationships with communities hosting our events
  • Clean and stock storage units to ensure that space is fully utilized and orderly; maintains a current inventory of event materials and supplies
  • Conducts purchasing, packing and distribution of specified event supplies before, during and after each campaign
  • Responsible for the ordering of all event prizes, incentives (including t-shirts, medals, etc.)
  • Work with the Senior Manager Logistics to assign and manage on-event staff assignments in conjunction with development team leads
  • Coordinate and execute pre, post and on-event logistics meetings with staff
  • Coordinate and execute cultivation events and activities in conjunction with the development staff
  • Follows a yearly logistics/production timeline for special events in conjunction with development team. Works with the Director/Manager/Specialist/ to divide logistical tasks for assigned events.
2. In Kind Donation Management
  • Solicit small businesses, corporations, and local food vendors for in-kind donations for all Chapter events
3. Budget and Project Coordination
  • Manage specified event supply contracts including but not limited to tents, porta-potties, dumpsters, facilities, trucks and supply vehicles
  • Manage event procurement process including purchase orders and contracts, processing of payments, ensuring accurate record keeping and ongoing expense analysis throughout the course of event planning.
  • Complete all post-event financials (final invoice payments, etc.), thank you communications to vendors/partners, tracking supply/product usage and noting opportunities for improvement


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