Logistics & Event Specialist

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

Position Summary

The Logistics Specialist plans and executes the operational details for meetings, trainings, webinars, peer-learning activities, convenings, and pilot-site engagements. This individual ensures that every virtual, in-person, or hybrid activity is accessible, cost-conscious, properly documented, and coordinated with OFA, presenters, participants, vendors, and project staff.

Core Responsibilities

• Develop and maintain the master logistics calendar for client meetings, pilot-site visits, trainings, webinars, peer-learning sessions, expert panels, and dissemination events.
• Coordinate virtual platforms, physical space, audiovisual services, accessibility services, registration, participant communications, materials, shipping, and on-site support.
• Plan staff, consultant, presenter, and participant travel in accordance with approved budgets, federal travel rules, advance-approval requirements, and project procedures.
• Identify and evaluate venues, platforms, vendors, and service options; support negotiations and document selections, costs, terms, and approvals.
• Develop run-of-show documents, staffing plans, contingency plans, speaker and participant instructions, and day-of troubleshooting procedures.
• Coordinate accessible materials, captioning, transcripts, language access, dietary or physical accommodations, and other approved participant needs.
• Track event costs, commitments, attendance, cancellations, issues, evaluations, and post-event actions and reconcile records with Project Support and the Project Manager.
• Maintain reusable logistics checklists, templates, contact lists, and lessons learned to improve efficiency across recurring TTA and pilot activities.

Required Qualifications

• At least five years of experience coordinating professional meetings, training, conferences, site visits, or multi-stakeholder events in virtual, in-person, and hybrid formats.
• Demonstrated ability to manage travel, venues, platforms, vendors, registration, communications, materials, accessibility, and budgets simultaneously.
• Strong organization, customer service, negotiation, risk anticipation, and real-time problem-solving skills.
• Working knowledge of federal travel, meeting, procurement, recordkeeping, and accessibility expectations.
• Proficiency with virtual-event, registration, survey, scheduling, and Microsoft 365 or comparable collaboration tools.

Preferred Qualifications

• Experience supporting HHS, ACF, OFA, TANF, grantee, or federally funded TTA events.
• Certified Meeting Professional or comparable event-management credential.
• Experience coordinating Tribal, rural, multi-site, or geographically dispersed participants.

Education And Experience

Bachelor's degree in event management, hospitality, communications, business, public administration, or a related field preferred. Equivalent professional experience will be considered.