Event Logistics Manager

AAE Speakers Bureau; Durham (NC); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Dental reimbursement

Flexible schedule

Medical/Vision/Rx insurance

Health savings account

Dependent care savings account

Life insurance

Paid time off

Parental leave

Professional development assistance

Referral program

Wellness Stipend

Education Assistance Plan

Donation Matching

Job summary

All American Entertainment (AAE) is seeking an event-focused coordinator to manage logistics for in-person and virtual speaking engagements. Based at our Durham, NC headquarters, you will liaise with speakers, clients, and internal teams to ensure flawless events.

The role requires strong organizational skills, clear communication, and the ability to handle multiple events weekly; after training there is a hybrid schedule with some work-from-home days.

Qualifications

• Experience managing in-person and virtual events.
• Strong organizational and time-management skills.
• Excellent written and verbal communication with attention to detail.
• Ability to coordinate with speakers, clients, and internal teams.
• Proficiency with virtual platforms (Zoom, Webex, ON24, Teams, Google Meet, Facebook Live).
• Reliability handling sensitive information.
• CRM and project management experience a plus.

Responsibilities

• Manage logistics for in-person and virtual speaking engagements, averaging 5–8 events per week.
• Liaise between speakers and our corporate and university clients.
• Own pre-event needs: marketing assets, promotions, briefing calls, and travel arrangements for speakers.
• Coordinate book signings, green rooms, and meet-and-greets.
• Book flights, hotels, and car service for speakers.
• Create and update event itineraries.
• Collect and reconcile post-event expenses and support accounting.
• Triage day-of issues and maintain client satisfaction.

Skills

Event management

Organization

Time management

Communication

Cross-functional coordination

Attention to detail

Data confidentiality

Virtual event platforms

Self-starter

Team player

CRM usage

Project management

Tools

Salesforce

HubSpot

Asana

Monday

Job description

Work location: On-site in our Durham, NC headquarters. No travel is required for this role. A hybrid (2-3 days/week WFH) schedule is available after the training/probationary period.

About AAE

All American Entertainment (AAE) is an industry-leading speaker and celebrity booking agency. For 20+ years we’ve supported event planners and meeting organizers with our best-in-class service, booking keynote speakers for thousands of events per year. Past bookings include The Jonas Brothers, Sir Richard Branson, Usain Bolt, Ryan Reynolds, Matthew McConaughey, Simone Biles, Martha Stewart, and Trevor Noah. We have supported events for global brands such as Oxygen, Qualtrics, Indeed, Intel, Cisco, PwC, and Microsoft. AAE has been named to Triangle Business Journal’s Best Places to Work, Inc. Magazine’s Best Workplaces, and Business North Carolina’s Best Employers in NC.

Benefits

• 401(k)
• 401(k) matching
• Dental reimbursement
• Flexible schedule
• Medical/Vision/Rx insurance
• Health savings account
• Dependent care savings account
• Life insurance
• Paid time off (including 12 scheduled holidays and 1 flex volunteer day)
• Parental leave & family planning
• Professional development assistance
• Referral program
• Wellness Stipend
• Education Assistance Plan
• Donation Matching

What you’ll do

• Manage logistics for in‑person and virtual speaking engagements, averaging 5–8 events per week
• Liaise between speakers and their teams and our corporate and university clients
• Own pre‑event needs: marketing assets, promotions, briefing calls, and travel arrangements for speakers
• Coordinate book signings, green rooms, and meet‑and‑greets
• Book flights, hotels, and car service for speakers
• Create and update event itineraries
• Collect and reconcile post‑event expenses and support accounting
• Triage day‑of issues and maintain client satisfaction

Who You Are

• You have event management experience (required)
• You are highly organized, solutions‑oriented, and effective under tight timelines
• You can manage multiple concurrent events in a fast‑paced environment
• You communicate clearly with internal teams and external stakeholders
• You write cleanly with strong grammar and high attention to detail
• You are trustworthy with sensitive information
• You are fluent with virtual live event platforms, including Zoom, Webex, ON24, Microsoft Teams, Google Meet, and Facebook Live
• You are a self‑starter with a drive to succeed
• You take your work seriously, but love to be part of a fun, supportive, and friendly team
• Nice to have: experience with a CRM and a project management tool (e.g., Salesforce or HubSpot; Asana or Monday)

How you live our values

• Own the Outcome: You take end‑to‑end ownership from intake through post‑event reconciliation
• Be Solution‑Oriented: You anticipate issues, propose concrete options, and close loops
• Default to Action: You set next steps, move work forward with minimal oversight, and unblock others
• Win Together: You share context, collaborate across functions, and elevate teammates
• Keep it Human: You communicate with empathy and respect in every interaction

Schedule

Monday–Friday with occasional early mornings or evenings based on event timing.