Event Logistics Coordinator

Cella by Randstad Digital; Willistown Township (PA); On-site; USD 69,000 - 73,000; Full time

Job summary

Cella by Randstad Digital in Paoli, Pennsylvania is seeking an organized events coordinator to support end-to-end event execution within a high-volume environment. You will manage event intake, coordinate logistics and on-site needs, and handle sponsorship submissions, while partnering with sales and internal teams to ensure timely delivery of branded materials.

This role requires strong multitasking, attention to detail, and proactive risk management to keep timelines, budgets, and deliverables

Qualifications

• Experience in a logistics-heavy role such as events coordination or project coordination.
• Strong ability to manage a high volume of concurrent tasks with attention to detail.
• Experience interacting with internal stakeholders or clients in a professional setting.
• Excellent organizational, time management, and follow-through skills.
• Corporate event experience and sponsorship familiarity preferred.

Responsibilities

• Process event intake and gather requirements from stakeholders.
• Coordinate logistics, shipments, setup, and on-site needs.
• Manage sponsorship entries, approvals, and cost tracking.
• Serve as a dependable point of contact for sales partners on events.
• Collaborate with team members, share best practices, and provide backup support.
• Escalate risks or issues to protect timelines and budgets.
• Provide shipping/on-site coordination support for other events when capacity allows.

Skills

Multitasking

Attention to detail

Organizational skills

Time management

Stakeholder management

Relationship building

Independent worker

Collaborative teamwork

Adaptability

Job description

Location: Paoli, PennsylvaniaJob Type: ContractCompensation Range: $50 - 53 per hourWe are seeking a highly organized and detail-oriented professional to support end-to-end event coordination and execution. This role partners with sales stakeholders and internal teams to manage event intake, logistics, branded materials, sponsorship approvals, and administrative tracking, ensuring timely delivery, effective collaboration, and seamless execution across a high volume of events.Responsibilities:Event Intake & Requirements GatheringManage incoming event requests through the established FAS intake process and forms.Partner with sales stakeholders to clarify event objectives, requirements, timelines, and deliverables.Logistics & Execution SupportCoordinate shipment and setup of booths and materials (e.g., tablecloths, banners, literature, giveaways).Ensure appropriate Vanguard-branded assets, collateral, and giveaways are available and delivered on time.Coordinate internal speaker submissions where needed (session abstracts, bios, etc.).Manage key logistics with event hosts/third parties (deadlines, deliverables, on-site requirements).Sponsorship & Administrative ManagementComplete required sponsorship/co-marketing entries in internal systems to secure approvals.Track and report sponsorship costs and other basic financial details as required.Maintain organized documentation and tracking for a high volume of events.Stakeholder & Relationship ManagementServe as a responsive, dependable point of contact for sales partners on assigned events.Collaborate closely with team members to share best practices, balance workloads, and provide backup support.Escalate risks or issues proactively when timelines, budgets, or deliverables are at risk.Team Support & Flex WorkWhen capacity allows, assist with:Shipping or on-site coordination support for other team members' events.General event logistics support across the broader team.Qualifications & ExperienceRequired:Demonstrated experience in a logistics-heavy, multitasking role (e.g., events coordination, project coordination, administrative support with complex scheduling, or similar).Proven ability to manage a high volume of concurrent tasks with strong attention to detail.Experience interacting with internal stakeholders or clients in a professional setting.Strong organizational, time management, and follow-through skills.Preferred:Corporate event experience (vs. weddings/social/local only).Experience with sponsorships, trade shows, or partner-hosted events.Prior exposure to large financial services or similarly regulated environments.Skills & CompetenciesHigh attention to detail and accuracy across logistics and documentation.Exceptional multitasking in a high-volume, deadline-driven environment.Strong stakeholder management and relationship-building skills.Able to work independently while contributing to a highly collaborative team.Comfortable with ambiguity and learning processes/systems quickly.JOBID: 102026-164381#LI-CELLA#LI-JB1#PLEqual Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.At Cella, a randstad digital company, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact [e-mail] offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Cella by randstad digital offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).This posting is open for thirty (30) days.Any consideration of a background check would be an individualized assessment based on the applicant or employee's specific record and the duties and requirements of the specific job.ABOUT CELLAWe are passionate about connecting you with the right role at the right organization—and providing you great benefits for the great work you do. With an attractive compensation package including competitive salary, 401(k) plan, weekly paychecks, holiday pay and a health benefits program, we have you covered.Cella is an award-winning leader in consulting, staffing and managed solutions for creative, marketing, digital and proposal development teams. We help people build meaningful careers and partner with companies to help them win. Our staffing solutions include freelance, contract, temporary, temp-to-hire and direct hire positions. Cella has earned the 2022 Best of Staffing Client and Talent 10-Year Diamond Awards—an honor earned by only 1% of staffing firms in the U.S. Cella is an equal opportunity employer.