Academy Event Logistics Coordinator

New Orleans, LA, USA|Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional development opportunities

flexible schedule

Job Description

Ursuline Academy is a well-established educational institution known for its commitment to fostering academic excellence, community engagement, and professional development. As a private academy with a rich tradition, Ursuline Academy is dedicated to providing a nurturing and supportive environment for students, faculty, staff, and the broader community. The Academy values collaboration across departments and strives to maintain high standards in all its events and functions to reflect its welcoming and professional culture.

The Academy Event Logistics Coordinator role is pivotal in ensuring that all events and related activities are executed seamlessly and efficiently. This position is integral to maintaining the smooth flow of events throughout the academic calendar, supporting the Academy’s mission by delivering well-coordinated event logistics. The coordinator works closely with multiple departments including Advancement, Enrollment, School leadership, and operational teams to align event plans with institutional priorities.

This is an 11-month position that aligns with the academic calendar and the event cycle, meaning the workload is structured around the school year and key events hosted by the institution. The coordinator reports directly to the Director of Development & Alumnae Engagement. In this role, the coordinator manages various logistical elements of events, from setup and breakdown to managing event inventory, coordinating volunteer efforts, and overseeing day-to-day bookstore operations.

The role requires a keen eye for detail, strong organizational skills, and the ability to troubleshoot in real-time to ensure that every event experience is of the highest quality. The coordinator serves as the primary point of contact for vendors during event execution and partners with Facilities, Security, and other vendors to ensure that all spaces are properly prepared and meet expectations. Additionally, the position involves maintaining organized inventory systems to reduce waste and enhance operational efficiency, as well as overseeing bookstore inventory and sales, both in-person and online.

Key responsibilities also include tracking and reporting operational insights after events to recommend improvements that enhance efficiency and quality over time. This role demands strong communication and collaboration skills to work effectively across various teams and departments, ensuring clarity of roles and responsibilities. The ideal candidate will have experience in event operations, logistics, and inventory management, and be comfortable handling data and administrative tasks to support continuous improvement in event and bookstore operations.

Job Requirements

Bachelor’s degree or equivalent professional experience
minimum of 3-5 years of experience in event operations, logistics, inventory management, or a related field
strong organizational and time management skills with the ability to manage multiple priorities
demonstrated ability to execute detailed plans with accuracy and consistency
strong reporting and administrative skills including the ability to track, analyze, and regularly communicate data related to events, inventory, and bookstore operations
proficiency in basic data tracking tools such as Excel and Google Sheets
effective communication and collaboration skills

Job Qualifications

Bachelor’s degree or equivalent professional experience
minimum of 3-5 years of experience in event operations, logistics, inventory management, or a related field
strong organizational and time management skills with the ability to manage multiple priorities
demonstrated ability to execute detailed plans with accuracy and consistency
strong reporting and administrative skills including tracking, analyzing, and regularly communicating data related to events, inventory, and bookstore operations
proficiency in basic data tracking tools such as Excel and Google Sheets
effective communication and collaboration skills
experience working in an educational or nonprofit environment preferred
experience coordinating with facilities teams and external vendors preferred
familiarity with inventory management or operational systems preferred

Job Duties

Execute Academy events based on established plans and run-of-show documents developed by internal stakeholder groups
manage event logistics including setup, breakdown, and space readiness such as tables, chairs, linens, AV, and signage
help develop and implement detailed execution timelines and checklists
monitor event flow and troubleshoot issues in real time to ensure smooth delivery and experience
manage volunteer groups to facilitate timely and organized implementation of events
coordinate with internal teams including Advancement, Enrollment, and School leadership to align event logistics with priorities
partner with Facilities, Security, and vendors to ensure spaces are properly prepared and logistics are confirmed
serve as primary point of contact for vendors during event execution
ensure clarity of roles and responsibilities when supporting events led by other departments
maintain organized systems for event inventory, storage, and reusable materials
track usage, coordinate cleaning, repairs, disposal, and ensure materials are properly stored and accessible
improve operational efficiency by reducing waste and last-minute needs
oversee day-to-day bookstore operations including inventory tracking, restocking, processing in-person and online sales, and maintaining an organized retail environment
coordinate with the Business Office to ensure accurate financial processing and reporting
supervise volunteers supporting bookstore operations
track and report key operational insights following events
recommend operational enhancements to improve efficiency and execution quality