What are the responsibilities and job description for the Logistics/Event Coordinator position at Vistant?
Job Title: Logistics/Event Coordinator
Location: Remote and Onsite (New Haven, CT)
Period of Performance: 30 days, commencing on October 1
About Vistant: Vistant is currently seeking an experienced Logistics/Event Coordinator to join our team. This role involves meticulously planning and executing logistics and administration for an upcoming conference in New Haven, CT, with 180 participants. The successful candidate will play a crucial role in ensuring the event's success and providing exceptional support to our clients.
Key Responsibilities: As the Logistics/Event Coordinator, you will be responsible for the following primary objectives:
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Travel and Lodging Coordination: Coordinate travel and lodging arrangements for 16 speakers and moderators, ensuring their seamless experience.
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Transportation Management: Arrange transportation to and from the airport for speakers and moderators, ensuring timely and efficient transfers.
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Environmental Justice Lunch Event: Organize an Environmental Justice Lunch Event at a local high school, including the provision of pizza and beverages, while accommodating unique dietary requirements.
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Onsite Administrative Support: Offer in-person administrative support during the conference to facilitate troubleshooting, decision-making, and coordination, ensuring a smooth flow of speaker-related issues.
Specific Tasks: Your specific tasks will include:
- Overseeing the booking of travel and hotel accommodations for up to sixteen (16) attendees from various countries.
- Pursuing relevant approvals if hotel rooms exceed the Per Diem rate, maintaining cost-efficiency.
- Arranging and providing local transportation services, including Connecticut Airport Transportation, to ensure convenient arrivals and departures for all travelers.
- Organizing a pizza and beverage lunch for 180 participants during the Environmental Justice Lunch Event, taking into account any unique dietary requirements.
- Offering on-site administrative support throughout the conference, contributing to efficient problem-solving and coordination.
Requirements:
To excel in this role, you should meet the following requirements:
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Experience: Proven experience in logistics and event coordination, particularly for conferences or large-scale events.
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Detail-Oriented: Meticulous attention to detail and exceptional organizational skills to ensure flawless execution of logistics.
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Communication: Strong communication skills to liaise effectively with speakers, moderators, and other stakeholders.
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Problem-Solving: Ability to troubleshoot and make quick decisions in a fast-paced event environment.
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Flexibility: Willingness to work remotely and be onsite in New Haven, CT, for approximately 2 weeks in October.
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Cultural Sensitivity: Sensitivity to diverse cultures and backgrounds, important when coordinating attendees from various countries.
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Customer Focus: A commitment to delivering exceptional service and support to ensure a positive conference experience for all participants.
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Adaptability: Ability to adapt to changing circumstances and navigate any unforeseen challenges that may arise during the event.
Legal Disclaimers
Applicants selected may be subject to a background investigation and must meet suitability requirements for eligibility.
Telework/Remote Work policies are contingent upon client needs and staffing requirements and are subject to change.
Applicants with disabilities may contact the Human Capital Team via telephone, e-mail, and other means to request and arrange accommodation. If you need assistance to accommodate a disability, you may request accommodation at any time. Please contact the Human Capital Team at HC@vistantco.com or (301) 719-2381.
Please note: Updates on applications or the general Recruiting process should reach out to recruiting@vistantco.com.
