Academy Event Logistics Coordinator - Quick Hire!

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.

• 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

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