Event and Travel Coordinator

NFL Players Association•Washington, DC

1d•Hybrid

About The Position

The NFL Players Association is looking for an Event and Travel Coordinator who excels in managing administrative tasks and complex logistics. The ideal candidate demonstrates strong attention to detail, exceptional organization, and a diligent, reliable work ethic. They are adaptable, teachable, and committed to delivering seamless travel and event experiences.

Requirements

Strong attention to detail
Exceptional organization
Diligent, reliable work ethic
Adaptable
Teachable

Responsibilities

Maintain/distribute the organization’s global event calendar.
Research hotels, venues, entertainment, production, and décor providers and performs these duties for virtual events, where applicable.
Maintain and coordinate audience development systems including online RSVP system, guest lists, on-site ticket distribution, will-call operations, and guest access/entry procedures.
Coordinate shipping of event materials and donated products to event site.
Assist with arranging event site inspections for venue evaluations and production meetings, as needed.
Maintain in-house and off-site storage and inventory of event supplies, props, samples, products, and equipment.
Assist with gifting procurement and fulfillment for players, partners, and other guests, as needed.
Process departmental invoices, including assisting with reconciliation and payment tracking.
Develop agendas and presentations for all staff event meetings.
Serve as initial event intake for staff by collecting general event information and specifications to inform planning and the event pipeline.
Support the department in the application and maintenance of the NFLPA Strategic Meetings Management Policy (SMMP) and related protocol.
Assist department in arranging team or former player chapter engagement events.
Assist with credentials for major NFL events, including Super Bowl, Pro Bowl, NFL Draft and the international game(s), including applications, zone verification and pick up.
Screen and/or handle inquiries from members and vendors and responds to inquiries on organizational travel services and benefits.
Review and reconcile invoices for ground transportation, travel payment cards and corporate American Express.
Assist in monitoring adherence to the NFLPA Employee Travel, Entertainment and Reimbursement Policy.
Assist with group ground transportation at major events, including manifest review and reconciliation.
Provide general administrative support to the department including agenda creation and note taking, outgoing mail, shipping/receiving, copying and preparation of collateral materials for Department, on and off-site during events, daily appointments, meetings and travel as necessary.
Maintain department inventory, SOPs, records, archives, and shared drive files.
Perform other duties as assigned.