Academy Event Logistics Coordinator

Academy Event Logistics Coordinator

URSULINE ACADEMY OF NEW ORLEANS

New Orleans, LA Job Details 14 hours ago Qualifications Record keeping Data reporting Administrative experience Full Job Description Academy Event Logistics Coordinator Position Summary The Academy Event Logistics Coordinator is responsible for the logistics and execution of events and related functions , ensuring that all logistical elements are delivered with consistency, efficiency, and attention to detail. This role supports the Academy by translating event plans into well-coordinated execution, maintaining organized systems for inventory and campus readiness, and ensuring that all physical aspects of events reflect a welcoming and professional Ursuline experience. The Manager reports directly to the Director of Development & Alumnae Engagement and collaborates with multiple departments across the Academy. This is an 11-month position aligned with the academic calendar and event cycle.

Essential Duties and Responsibilities:

Event Execution & Logistics Execute Academy events based on established plans and run-of-show documents developed by the various internal stakeholder groups. Manage event logistics including setup, breakdown, and space readiness (tables, chairs, linens, AV, signage) Help develop and implement actionable detailed execution timelines and checklists Monitor event flow and troubleshoot issues in real time to ensure smooth delivery and experience Manage volunteer groups to facilitate timely and organized implementation of events that nurtures community engagement and reaches defined goals. Operational Coordination Coordinate with internal teams (Advancement, Enrollment, School leadership and operational teams) to align event logistics with priorities Partner with Facilities, Security, and vendors to ensure spaces are properly prepared and all logistics are confirmed in advance Serve as primary point of contact for vendors during event execution Ensure clarity of roles and responsibilities when supporting events led by other departments Inventory & Storage Management Maintain organized systems for event inventory, storage, and reusable materials Track usage, coordinate cleaning/repairs/disposal, and ensure materials are properly stored and accessible Improve operational efficiency by reducing waste and last-minute needs Bookstore Operations Oversee day-to-day bookstore operations, including: Inventory tracking and restocking Processing in-person and online sales Maintaining an organized and welcoming retail environment Coordinate with the Business Office to ensure accurate financial processing and reporting Supervise volunteers supporting bookstore operations Event and Book Store Reporting & Continuous Improvement Track and report key operational insights following events, including: Execution compared to expectations Logistical challenges or inefficiencies Timing and coordination issues Recommend operational enhancements to improve efficiency and execution quality over time Qualifications Required Bachelor's degree or equivalent professional experience Minimum of 3-5 years of experience in event operations, logistics, inventory management, or a related field Strong organizational and time management skills with the ability to manage multiple priorities Demonstrated ability to execute detailed plans with accuracy and consistency Strong reporting and administrative skills, including the ability to track, analyze, and regularly communicate data related to events, inventory, and bookstore operations Proficiency in basic data tracking tools (e.g., Excel, Google Sheets) and comfort maintaining organized records and reports Effective communication and collaboration skills. Preferred Experience working in an educational or nonprofit environment Experience coordinating with facilities teams and external vendors Familiarity with inventory management or operational systems Key Competencies Detail-oriented and highly organized Reliable and accountable Calm and solutions-oriented under pressure Collaborative and service-minded Ability to follow direction while working independently Comfortable working with data and translating operational information into clear, usable reports