Hybrid Event Logistics Lead for Meetings & Programs

K.L. Scott & Associates, LLC.; United States; Hybrid; USD 65,000 - 85,000; Full time

Job summary

K.L. Scott & Associates, LLC. is seeking a Logistics Specialist to plan and execute operational details for meetings, trainings, webinars, and pilot-site engagements across virtual, in-person, and hybrid formats.

This role ensures accessibility, cost-consciousness, documentation, and coordination with OFA, presenters, participants, vendors, and project staff. The ideal candidate has strong organization, negotiation, and problem-solving skills, plus experience in travel planning, venue selection,

Qualifications

• Five+ years of experience coordinating professional meetings, trainings, conferences, or multi-stakeholder events
• Experience coordinating travel, venues, platforms, and budgets
• Proficiency with virtual/in-person/hybrid event logistics and accessibility considerations

Responsibilities

• Develop and maintain the master logistics calendar for client meetings, pilot-site visits, trainings, webinars, and events
• Coordinate virtual platforms, space, audiovisual, accessibility, registration, communications, materials, shipping, and on-site support
• Plan travel for staff, consultants, presenters, and participants per budgets and travel rules
• Identify venues and vendors, support negotiations, document costs and approvals
• Develop run-of-show, staffing, contingency, and day-of procedures
• Coordinate accessibility needs and language access for participants
• Track costs, attendance, evaluations, and reconcile records with Project Support
• Maintain reusable logistics checklists and templates for efficiency

Skills

Event logistics management

Budget management

Vendor negotiations

Travel coordination

Microsoft 365

Education

Bachelor's degree in event management or related field

Tools

Virtual event platforms

Registration/scheduling tools

Job description

K.L. Scott & Associates, LLC. is seeking a Logistics Specialist to plan and execute operational details for meetings, trainings, webinars, and pilot-site engagements across virtual, in-person, and hybrid formats.

This role ensures accessibility, cost-consciousness, documentation, and coordination with OFA, presenters, participants, vendors, and project staff. The ideal candidate has strong organization, negotiation, and problem-solving skills, plus experience in travel planning, venue selection,