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Specialist, Event Logistics in Hartland, WI at National Multiple Sclerosis Society

Date Posted: 3/4/2019

Job Snapshot

Job Description

The National Multiple Sclerosis Society is a national non-profit that exists because there are people with MS. Our vision is a world free of MS. Everything we do is focused so that people affected by MS can live their best lives as we stop MS in its tracks, restore what has been lost and end MS forever.

We are more than an organization. We are a movement. United in our collective power to do something about MS now and end this disease forever. At the National MS Society you have the opportunity to make a real difference in the lives of those living with MS and their families.  

As a member of the Society team, you'll work in an environment that values collaboration, innovation, diverse perspectives, and most of all a relentless resolve so people with MS can live their best lives.

We have an exciting opportunity for an Event Logistics Specialist in our Wisconsin office.

The Specialist, Event Logistics is responsible for the overall coordination of logistical aspects for assigned events including Bike MS and Walk MS. Responsibilities include logistics implementation and 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 and during the event. The position will secure in-kind donations for theses events as well as support volunteer recruitment and engagement.  In addition, this position will work closely with the fundraising team in assigned territory

Essential Function/Responsibility

1. Logistics Project Leader
  • In collaboration with logistics team works as a project leader for logistics aspects of all mass market events ensuring that all logistical elements are complete to ensure exceptional event experience for participants and sponsors
  • Analyze needs and 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 and when applicable
  • Securing permits and insurance for events, establishing and maintaining good working relationships with communities hosting our events
  • Management of storage units to ensure that space is fully utilized and orderly; maintains a current inventory of event materials and supplies
  • Oversee the 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.
  • Create and manage yearly logistics/production timeline for special events and staff in conjunction with Development team
  • Work with the Director of Logistics to assign and manage on-event staff assignments in conjunction with Development team leads
  • Plan and execute pre, post and on-event logistics meetings with staff
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 Management
  • Negotiation and management of 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
4. Facilitates Volunteer Engagement for fundraising and event experience in the assigned event revenue portfolio
  • Responsible for the placement of volunteers and day of cultivation of to ensure a positive volunteer experience and ensure the safety and experience of participants
  • Cultivates volunteers, seeks and provides feedback and shares opportunities for reciprocal growth and learning.

Other duties as assigned


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