Event Logistics Coordinator

Melanoma Research Foundation; Washington (District of Columbia); Hybrid; USD 45,000 - 60,000; Full time

Benefits offered by this job

Healthcare benefits

Hybrid work environment

Job summary

The Melanoma Research Foundation (MRF) is seeking an Event Logistics Coordinator in Washington, DC (Hybrid) to organize and optimize fundraising events such as the Miles for Melanoma 5K and the National Gala. The role requires a detail-oriented professional who communicates effectively with vendors, staff, donors, and volunteers.

You will manage vendors, budgets, permits, registrations, and post-event evaluations, ensuring a seamless experience for attendees while controlling costs and

Qualifications

• 1-2 years of experience in event planning, event logistics, meeting planning, or a related field.
• Strong attention to detail with the ability to manage multiple events, projects, and deadlines simultaneously.
• Excellent communication, interpersonal, and customer service skills.
• Experience tracking and managing multiple event budgets.
• Collaborative team player with a positive attitude who can effectively work with staff, vendors, donors, volunteers, and other constituents.

Responsibilities

• Identify, negotiate with, and procure vendors and necessary resources for events.
• Coordinate event logistics including venue, rentals, catering, A/V, signage, equipment and supplies.
• Review contracts for accuracy and route them for internal approval.
• Track contract deliverables, deadlines, and key dates for the Development Department.
• Process event invoices and contracts through Accounts Payable, ensuring adherence to budgets.
• Research and secure all required permits for events in each city.
• Serve as the primary logistics coordinator for assigned events and oversee on-site details.
• Track event expenses and reconcile event financials after each event.
• Coordinate inventory, packing, shipping, receiving, and return of materials for nationwide events.
• Coordinate registration, check-in/check-out, volunteers, auctions, and raffles as applicable.
• Maintain a master calendar of events for planning and resource optimization.
• Work with Communications to coordinate event deliverables and sponsorship benefits.
• Coordinate travel for events in compliance with travel policy.
• Provide on-site support and post-event evaluations using performance metrics.

Skills

Event planning

Vendor coordination

Budget management

Communication skills

Multitasking

Education

Bachelor’s degree

Job description

• Bachelor’s degree or equivalent combination of education and relevant experience preferred.

Overview.

The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

JOB SUMMARY:

The Melanoma Research Foundation (MRF) is seeking an Event Logistics Coordinator (ELC) to organize and optimize the Foundation’s fundraising events, including but not limited to the National Miles for Melanoma 5K run/walk program, National Gala program, and other development-related events and activities. The ELC is a well-organized, strategic, and highly detail-oriented professional who communicates effectively and works seamlessly with vendors, staff, constituents, and donors.

The ELC coordinates and facilitates the planning, execution, and evaluation of event logistics, including securing and managing vendors, coordinating event materials and supplies, shipping and receiving, permits, volunteers, auctions, raffles, and registration/check-in/check-out. The primary goal of the Event Logistics Coordinator is to ensure that the event experience is seamless for attendees, volunteers, staff, and vendors. The ELC contributes to MRF’s organizational effectiveness by managing event invoicing, tracking and reconciling budgets, ensuring sponsor benefits are implemented at events, and building a consistent constituent experience while optimizing vendor relationships and controlling costs.

Job Title.

Location.

Washington D.C. (Hybrid)

Core Responsibilities.

DUTIES AND RESPONSIBILITIES:

• Identify, negotiate with, and procure vendors and necessary resources for the Miles for Melanoma 5K, Gala series, and additional fundraising events as required.
• Coordinate event logistics including venue and site requirements, rentals, catering, A/V, signage, equipment, event supplies, setup and breakdown, and other operational needs.
• Review contracts for accuracy and route them for internal approval.
• Track contract deliverables, deadlines, and key dates for the Development Department.
• Process event invoices and contracts through the Accounts Payable system, ensuring adherence to event budgets and organizational procedures.
• Research and secure all required permits for events in each respective city.
• Serve as the primary logistics coordinator for assigned events, overseeing operational details from pre-event planning through post-event reconciliation.
• Track event expenses, adhere to approved budgets, and successfully reconcile event financials following each event.
• Coordinate the inventory, packing, shipping, tracking, receiving, and return of event materials and supplies for events nationwide.
• Coordinate logistical needs related to event registration, check-in/check-out, volunteers, auctions, and raffles, as applicable.
• Maintain a master calendar of events to support organizational planning and optimize staff participation and resources.
• Work closely with the Communications Department to coordinate event deliverables and ensure accurate fulfillment of sponsorship benefits.
• Work with the Development Team to ensure all event-related travel is planned and secured in compliance with the MRF Travel Policy.
• Provide on-site logistical support and coordinate with vendors, staff, and volunteers to ensure successful event execution.
• Conduct post-event evaluations and complete performance metrics for each event.

Requirements & Qualifications.

KNOWLEDGE, SKILLS AND ABILITIES

• 1-2 years of experience in event planning, event logistics, meeting planning, or a related field.
• Strong attention to detail with the ability to manage multiple events, projects, and competing deadlines simultaneously.
• Excellent communication, interpersonal, and customer service skills.
• Experience tracking and managing multiple event budgets.
• Strong organizational and problem-solving skills with the ability to adapt quickly as event needs change.
• Collaborative team player with a positive attitude who can effectively work with staff, vendors, donors, volunteers, and other constituents.

ADDITIONAL REQUIREMENTS

• Willingness to travel for 5-8 events annually to assist with event activities.
• Position is based in the Washington, DC office with a hybrid work environment.

ADA PHYSICAL DEMANDS:

The physical demands represent those that must be met by an employee to successfully perform the essential duties and responsibilities of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• The position requires being seated for several hours a day.
• The employee must frequently speak and hear as well as utilize the telephone, computer keyboard and monitor, pen, and paper.
• The employee must be able to physically move event materials as needed.
• The employee is required to walk and/or travel by car, train, or plane.

Healthcare & Benefits.

Competitive healthcare benefits are available.

WHY JOIN US?

At the Melanoma Research Foundation, we’re not just colleagues - we’re a community committed to eradicating melanoma. Here, you’ll be empowered to innovate, supported to grow, and inspired to make a real difference. Join us in the fight against melanoma and be a part of something truly extraordinary.