Events Logistics Coordinator

National Investment Center for Seniors Housing • Annapolis, MD

2d • Remote

About The Position

As an integrated and proactive member of the Conference Planning Team—and in alignment with NIC’s mission, vision, and strategic goals—the Event Logistics Coordinator supports the planning and execution of NIC’s meetings, conferences, retreats, and internal events. This position is responsible for coordinating event logistics, managing assigned meetings and retreats, supporting staff travel needs, and assisting with registration and event technology functions. Working closely with the Director, Event Logistics and the Conference Planning Team, this role helps ensure events are organized, efficient, and executed with a high level of service and attention to detail.

Requirements

• Bachelor's degree or equivalent combination of education and relevant experience
• 2–4 years of experience supporting meetings, conferences, events, hospitality, or related industries
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint
• Experience coordinating multiple projects and deadlines in a fast-paced environment

Nice To Haves

• Experience with meeting and event planning
• Familiarity with event technology platforms, including Cvent or similar registration systems
• Experience with Asana or other project management software

Responsibilities

• Coordinate logistics for assigned committee meetings, retreats, site visits, business dinners, and other small-to-medium-sized events. Responsibilities include venue research, meeting space coordination, food and beverage planning, audiovisual coordination, rooming lists, transportation arrangements, and onsite execution.
• Serve as the primary logistics lead for assigned events while working under the guidance and support of the Director, Event Logistics.
• Support internal staff events needs by coordinating logistics for staff meetings, trainings, celebrations, and other organizational events.
• Manage staff travel logistics for conferences and events working in conjunction with the Event Logistics Specialist, including hotel reservations, transportation arrangements, travel documentation, and communication of travel details.
• Support conference registration processes and develop proficiency in Cvent to serve as a backup resource for registration management and customer service.
• Support NIC’s larger conferences by coordinating with internal teams, vendors, venues, and strategic partners.
• Provide onsite logistical support including attendee experience oversight, room monitoring, vendor coordination, and issue resolution to ensure successful event delivery.
• Create and maintain project timelines and task lists using Asana or other project management software.
• Maintain event records, historical data, and post-event documentation to support future planning efforts.
• Stay informed on event industry trends, technology, and best practices to support innovation and continuous improvement.
• Other duties may be assigned
• Demonstrate NIC Values including: Be A Spark Invest in Ourselves Partner with Others Take Pride in Our Work

Benefits

• Comprehensive healthcare coverage: Medical / Vision / Dental / Prescription Drug insurance; dependents and domestic partners eligible
• Life and supplementary insurance
• Employee Assistance plan including virtual and in person mental health counseling services for individuals and family
• 401(K) retirement plan with company contributions
• Vacation, sick, personal and floating holidays, in addition to paid holidays
• Professional development opportunities
• Paid parental leave
• generous compensation and performance-based incentives including participation in the discretionary bonus pool
• internal training and tuition reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level