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The Poynter Institute Event Logistics Specialist, Hybrid, based in St. Petersburg, Florida in Saint Petersburg, FL [1]

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Date: 2022-12

Overview

Poynter’s Experience and Events team is looking for a highly organized and motivated individual to join us as an Event Logistics Specialist supporting dozens of annual teaching and public events.

The person in this role will provide logistics coordination across all training and public event portfolios. The ideal candidate has experience working in the live events environment (in person and virtual). This person loves to problem solve and has experience managing complex multi-layered projects to seamless execution. This role will report to the Senior Project Manager.

The Experience and Events team creates immersive experiences that bring Poynter content to people in person and in virtual spaces. We set a high bar for production value and go out of our way to strengthen relationships with our participants and partners. We believe creative logistics ideas and strong execution are a backbone of our programs. From high touch engagement experiences like our annual GlobalFact conference and fundraising gala, to weeklong programs hosting journalists in St. Pete or other cities, the work of the Experience and Events team is focused on meeting, supporting and inspiring audiences wherever they are, and this role is a vital part of that mission.

Responsibilities:

In this role, you will provide operational support across all of the event and in-person training portfolios.

You will source, research and vet venues, caterers, florists, AV specialists, related vendors and other partners to aid in the execution of teaching and public events.

You will work within a budget to secure and implement meal, travel and entertainment arrangements for each program.

You will coordinate and support visiting faculty and participants regarding logistics (hotel room reservations, travel).

You will negotiate contracts with venues and other event vendor partners to meet the expectations of guest and participant experience and stay within the project expense budget.

Coordinates and supports visiting faculty and participants regarding logistics (hotel room reservations, travel) and other related seminar logistics.

Arranges accommodations and conducts necessary changes and confirmations.

Arranges details for opening/closing dinners and additional social functions including in-house lunches and off-site outings.

Coordinates shuttle scheduling

Coordinates audio-visual requests with vendor partners

Compiles and turns in travel and entertainment related expenses for each teaching or public event to staff accountant.

You will serve as the point of contact for digital tools and platforms used across the event portfolio (i.e. Salesforce, Hubilo, WordPress, etc.).

You will work closely with the Senior Project Manager to improve team processes, identify and clear roadblocks, and implement solutions.

You will manage team communications, including team calendars, meeting agendas, and broad internal stakeholder updates on programs and events.

You will cultivate and promote diversity, equity, and inclusion in the workplace and contribute to an equitable workplace culture.

Required Qualifications:

You are passionate about democracy, teamwork and journalism.

You love to problem solve, and you have experience managing complex, multi-layered projects with internal and external stakeholders.

You have experience working in a live events environment, and you have an entrepreneurial mindset.

You are innovative and self-motivated: you have the ability to work independently.

You have a bachelor's degree or equivalent work experience.

You have strong professional writing, communication and negotiation skills.

You are dependable, reliable and can work independently.

You pay attention to details.

You understand the value of finesse and desire to create memorable guest experiences.

You can prioritize multiple projects concurrently in a fast-paced environment.

You love to travel, and you don’t mind working the occasional weekend or evening event.

Preferred Qualifications:

You have at least 3-5 years of experience managing logistics and operations for programs or events under stringent timeframes and with changing priorities and conditions.

You thrive in fast-paced environments commanding high volumes of work with accuracy and reliability

You are familiar with the technical language of venues, theaters and online event platforms.

You are up to date on the current media landscape.

You already have or are interested in pursuing project management certifications – like a CAPM or PMP.

EOE

No phone calls, please.

The position is in St. Petersburg, FL.

Travel is anticipated up to 10% tied to program and event schedules.

Annual salary range: $45,000 - $55,000 DOE

Send a cover letter and resume via email to [email protected].

Deadline to apply: Monday, January 19, 2023

Resumes will be reviewed starting in January 2023.

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[1] Url: https://jobs.mediajobboard.com/company/the-poynter-institute-278801/job/event-logistics-specialist-hybrid-based-in-st-petersburg-florida-in-saint-petersburg-fl-ojp9vq8ih0vhq3rpi0hg54ae78pfqd/

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