Event Office & Program Logistics Coordinator at The Executive Leadership Council (ELC) in Washington, DC, USA

Job description

• We are currently seeking a Temporary Event Office & Program Logistics Coordinator to join our Program Delivery Team for our Annual Gala.
• The Executive Leadership Council (ELC) is seeking an experienced Event Office & Program Logistics Coordinator to provide short-term operational, administrative, and logistical leadership engagement in support of our Annual Gala or other large-scale signature events happening the week of October 25th, 2026. This will be a short-term contracted position that begins the week of September 28th, 2026 and ends November 30th, 2026.
• We are seeking a highly organized, detail-oriented, and proactive Temporary Event Office & Program Logistics Coordinator to support the planning and execution of The Executive Leadership Council's Gala Week Support Office set-up/breakdown and related program support activities. This is a hands-on role requiring strong judgment, organization, responsiveness, professionalism, and the ability to anticipate needs and resolve problems in real time.
• This role provides hands-on, on-site logistical support leading up to the event and serves as a dedicated onsite operational resource throughout Gala Week. Working under the direction of the Events and Logistics Program Manager and Program Delivery team, this individual will serve as a key on-site operational resource responsible for helping establish and manage the event office, coordinating event logistics and vendors, supporting administrative operations such as coordinate supplies and equipment, support shipping and inventory management, and ensuring the broader event team has the proper information, materials, resources, and support required to execute successfully and helping ensure a seamless experience for attendees, staff, vendors, and stakeholders.
• The ideal candidate is an experienced conference and event operations professional who understands the demands of large-scale, high-profile events and can quickly create structure in a fast-moving environment. This individual must be comfortable moving between event logistics, vendor coordination, office management, administrative execution, and direct support of event leadership. The successful candidate is proactive, calm under pressure, highly organized, service-oriented, and comfortable operating with a high degree of autonomy. They understand that during a major event, no responsibility is too large or too small when it contributes to successful execution and an exceptional attendee experience.

Responsibilities

• Lead the setup, organization, daily operation, and breakdown of the on-site event office, production office, or event command center.
• Coordinate preparation, inventory, packing, shipping, and tracking of event supplies, materials, and equipment.
• Establish organized systems for event documents, schedules, credentials, supplies, equipment, signage, deliveries, shipping, and other operational materials. Prepare logistics checklists, packing lists, and operational documentation.
• Ensure the event office remains organized, appropriately staffed, supplied, and operational throughout the event.
• Serve as a central point of contact for event team administrative and operational needs.
• Coordinate printing, copying, supply management, shipping, receiving, storage, and distribution of event materials.
• Coordinate placement and distribution of signage, giveaways, materials, and equipment.
• Maintain event contact lists, schedules, run-of-show documents, vendor information, room assignments, and other critical operational resources.
• Help establish clear event-office procedures and communication protocols for staff, contractors, and event partners.
• Support the planning and execution of logistics for a large-scale conference, Annual Gala, or signature event.
• Respond to logistical and operational requests from staff, vendors, and stakeholders.
• Support registration, attendee services, speaker logistics, and meeting room requirements.
• Coordinate logistical requirements related to meeting and event spaces, registration, transportation, catering, signage, equipment, deliveries, event materials, staff workspaces, and attendee needs.
• Support event load-in, setup, rehearsal, live-event execution, and post-event breakdown/load-out.
• Track logistical requirements, deadlines, outstanding items, changes, and event-day priorities.
• Anticipate operational needs and identify potential issues before they impact event execution.
• Troubleshoot real-time logistical challenges and coordinate appropriate solutions and escalation when necessary.
• Work closely with event leadership, internal departments, venue teams, production partners, and other stakeholders to maintain alignment throughout the event.
• Serve as an operational point of contact for assigned vendors, contractors, venue representatives, and service providers.
• Coordinate vendor schedules, deliveries, access, setup requirements, event-day activities, and breakdown.
• Track vendor commitments and help ensure contracted services and operational expectations are delivered.
• Identify and escalate vendor service, timing, quality, or execution concerns.
• Assist with maintaining vendor documentation, invoices, purchase information, receipts, and event-related expense records.
• Support communication between vendors and internal event stakeholders to ensure logistical requirements are understood and executed.
• Provide direct administrative and logistical support to event leadership and designated senior leaders before and during the event.
• Assist with calendars, meeting coordination, schedules, briefing materials, communications, transportation details, and time-sensitive requests.
• Ensure event leaders have the materials, information, supplies, and operational support required throughout the event.
• Coordinate last-minute changes and requests while protecting event leadership's time and priorities.
• Serve as a trusted, professional, and solutions-oriented resource to the broader event team.
• Help direct temporary staff, volunteers, vendors, or other event support personnel when appropriate.
• Contribute to the achievement of established department goals and objectives and adhere to department policies, procedures, quality standards, and safety standards.
• Ability to work in a fast-paced office environment, demonstrating a flexible approach with short deadlines.
• Promote a culture of high performance and continuous improvement that values learning and a commitment to quality improvement.
• Ability to maintain high project organization, multitask, and a focus on quality of results with attention to detail in a fast-paced environment.
• Create and manage a seamless information sharing workflow within the Program Delivery Team and the overall organization.
• Perform other duties as needed.

Requirements

• 5+ years of professional experience in event management, conference management, event operations, production, logistics, or a related field.
• Demonstrated experience supporting large-scale conferences, galas, conventions, corporate meetings, summits, fundraising events, executive events, or other complex multi-day programs.
• 3–5+ years of experience in office management, event-office management, administrative operations, or a comparable operational coordination role.
• 1–2+ years of experience providing direct administrative, operational, or logistical support to senior leaders, executives, or event leadership.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams; familiarity with event management or project management platforms preferred.
• Experience managing or coordinating vendors, venues, contractors, event partners, and multiple concurrent logistical workstreams.
• Availability to travel and work onsite throughout Gala Week, including extended hours as needed.
• Demonstrated success in Proactive Ownership such as the anticipation of needs, identifies solutions, and taking initiative to independently move work forward without significant day-to-day direction.
• Excels at managing multiple priorities with strong attention to detail, exceptional organizational skills and follow-through.
• Exceptional written and verbal communication skills; able to prepare polished executive materials.
• Maintains confidentiality and demonstrates professionalism in all interactions.
• Strong discretion and judgment when handling confidential or sensitive information.
• Demonstrated experience establishing or managing an event office, production office, conference office, operations center, or command center strongly preferred.

Skills

Required

• Strong organizational skills
• Attention to detail
• Ability to multitask
• Proactive ownership
• Ability to anticipate needs
• Problem-solving skills
• Ability to work under pressure
• Professionalism
• Confidentiality
• Discretion and judgment