The Event Logistics Coordinator provides administrative and logistical support for NAFA’s events, meetings, and related programs. Reporting to the Event Logistics Manager, this role assists with planning, coordination, tracking, and on-site execution to ensure events run smoothly and according to established timelines and processes. The coordinator plays a key role in supporting internal teams, vendors, and event participants through accurate organization, communication, and follow-through.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Identify appropriate venues for events and meetings
Assist with contract administration by tracking deliverables, deadlines, and required documentation
Coordinate routine communications with venues, vendors, speakers, exhibitors, and internal staff as assigned
Provide on-site logistical support during events, including registration desk support and vendor coordination
Support the preparation and maintenance of event timelines, task lists, and checklists
Prepare and update rooming lists for staff, vendors, and speakers under direction of the Specialist
Support event registration processes, including data entry, testing, and on-site assistance
Coordinate production, packing, shipment, and receipt of meeting materials and supplies
Track sponsorship fulfillment items and assist with on-site sponsor needs
Maintain accurate records, files, and post-event documentation
Support the Event Logistics Manager with logistical planning and execution of meetings and events
This is not meant to be all-inclusive as other duties may be assigned as needed.
MEASUREMENT OF SUCCESS
Assigned tasks and deadlines are consistently met
Event materials, lists, and logistics are accurate and well organized
Communication with internal teams and vendors is timely and professional
Feedback from the Event Logistics Manager, NAFA staff, and event participants is positive
PHYSICAL DEMANDS / WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
This position requires occasional travel. This may include the ability to drive a car or travel on public transportation such as trains and planes.
Individuals may need to sit or stand for extended periods of time and may require walking for periods throughout the day.
Job requires ability to use a computer, read a computer screen, use of a telephone, and other office equipment as it relates to the work.
Requires ability to reach above shoulder height, below the waist, or lifting to move or access materials throughout the workday. May include lifting to 25 pounds for files and/or presentation equipment/ documents on certain occasions.
BENEFITS
Work from your location, anywhere in the US. (Fully remote candidates only.) A preference for candidates located in the eastern and central time zones.
Technology stipend
25 PTO first year
9 paid holidays
Fully paid Health, Dental and Vision for employee
Retirement 6% match for 401K
Professional Development/Training
EDUCATION, EXPERIENCE, AND REQUIRED SKILLS
Bachelor’s degree preferred
1–3 years of experience in event coordination
Interest in event planning, logistics, or association management
Strong organizational skills and attention to detail
Ability to manage multiple tasks and meet deadlines
Proficiency with Microsoft Office applications; experience with event or registration software a plus
NAFA Fleet Management Association is the world’s largest membership association for individuals who manage the vehicular fleet and mobility responsibilities for their employers. NAFA propels the fleet and mobility profession through its world-class certification, education, advocacy, and connections. Through these resources, NAFA helps its members create efficient, sustainable, and safe fleets. The association is an essential element of success for individuals involved in the profession.
NAFA has more than 2,000 individual fleet manager members who come from corporations, public safety (law enforcement, fire departments), education (universities and K-12 school systems), governments agencies (federal, state, municipal, provincial), utilities, and any other entity that uses vehicles in its normal conduct of business or needs to move people or goods from one place to another.
The fleets managed by NAFA’s members run the gamut from light-, to medium-, and heavy-duty vehicles, including sedans, vans, emergency response vehicles, utility trucks, delivery vehicles, buses, and specialized equipment. Depending on the employer’s mission, these fleets may be contained to single geograp...hic area, dispersed among multiple regions or states, or reside in multiple countries. Regardless of the fleets’ location, the similarity among them is that they are run by a NAFA Member who is responsible for each vehicle’s selection, specification, acquisition, maintenance, repair, fueling, safety, and eventual remarketing.
NAFA members control more than 4.8 million vehicles and manage assets in excess of $122 billion. These vehicles travel more than 84-billion miles annually.
In addition, NAFA is supported by more than 1,000 Supplier members representing companies that support fleet managers in their jobs. These include vehicle manufacturers, leasing companies, aftermarket equipment suppliers, telematics firms, service providers, and others.
NAFA members connect with each other and the fleet industry through eight Regions, which build lasting fleet professional connections.
