Event Logistics Assistant Jobs in Indiana (NOW HIRING)

Description

JOB SUMMARY 

The Awards and Degrees Program Specialist - Logistics, Operations & Event Delivery leads the planning, coordination, and execution of National FFA's Agriscience Fair, American FFA Degree, American Star Award, National Chapter Award, SAE Awards and Honorary Awards annually across in-person, virtual, and hybrid formats. This role ensures events are well-organized, safe, accessible, and executed with consistency and operational excellence.

As the primary logistics owner for assigned events, the specialist manages the full operational lifecycle-from pre-event planning and space coordination through virtual and on-site execution and post-event evaluation. The role develops detailed logistics plans, venue layouts, schedules, and contingency strategies, and serves as the on-site operational lead during events. The role leads to the recruitment, retention and recognition of well over 4,000 volunteers annually to judge applications and host interviews. Working in close partnership with content and assessment specialists, vendors, and cross-functional teams, the specialist integrates operational planning with program requirements while stewarding the awards and recognitions budget to support high-quality delivery and positive participant experiences.

Requirements

ESSENTIAL FUNCTIONS

• Oversee and execute end-to-end logistics for more than six national judging events annually, including in-person, virtual, and hybrid formats.
• Own the operational lifecycle for assigned competitive events, from pre-event planning and space coordination through virtual and on-site execution, post-event closeout, and evaluation.
• Design, develop, and maintain detailed event logistics plans, including schedules, run-of-show documents, space plans, room diagrams, and event flow maps.
• Coordinate venue, hotel, and site logistics, including room layouts, equipment placement, accessibility considerations, and traffic flow.
• Lead on-site operations during events, resolving real-time logistical challenges to ensure safety, efficiency, and a positive participant experience.
• Evaluate operational workflows and identify opportunities to improve efficiency, scalability, and consistency across competitive events.
• Anticipate logistical risks and develop contingency plans to support continuity and participant safety.
• Coordinate event setup, teardown, shipping, inventory, and equipment logistics in collaboration with vendors and internal teams.
• Oversee the stewardship of the awards and recognition budget of over $500K, ensuring logistical decisions align with fiscal responsibility and program priorities.
• Partner with the SAE Awards and the Agriscience and National Chapter Awards Specialists to ensure logistical plans fully support scoring processes, judging flow, and assessment requirements.
• Partner with the event management team and external vendors to evaluate, plan, and confirm adequate space, layouts, and event flow in compliance with venue requirements, vendor rules, and operational constraints.
• Ensure all logistical plans comply with vendor guidelines, contractual requirements, safety standards, and accessibility expectations, escalating issues and recommending solutions as needed.
• Oversee the design and implementation of all physical awards. 
• Oversee the recognition of all volunteers. 
• Schedule and oversees over 14000 adult volunteers to assist in the judging of six or more award and grant judging processes. 
• Recruit, onboard, supervise and coordinate 2 Convention Assistants supporting award and degree logistics, including task assignment, training, daily workflow management, quality checks, and on-site performance feedback.
• Serve as the primary point of contact for on-site volunteer operations, including issue triage, reassignment of staff, incident response support, and communication of real-time updates.
• Maintain volunteer operations documentation (e.g., staffing rosters, assignments, communications templates, and post-event notes) to support consistency and continuous improvement across event cycles.
• Coordinate event setup, teardown, shipping, inventory, and equipment logistics in collaboration with vendors and internal teams. 
• Perform other responsibilities as assigned

SKILLS AND CORE COMPETENCIES

Job Knowledge

• Demonstrates strong knowledge of large-scale event operations, venue coordination, and logistical planning.
• Apply best practices in event flow, space utilization, accessibility, and participant safety.
• Understands the operational requirements of competitive events, including timing, scoring flow, and volunteer coordination.
• Monitors trends in event operations, technology (including audiovisual needs), and delivery models to inform future improvements. 

Work Product

• Produces accurate, detailed logistical plans, schedules, diagrams, and operational documentation.
• Maintains version-controlled event logistics materials to support consistency and repeatability across events.
• Utilizes event management systems and digital tools to manage registration, scheduling, room assignments, and operational tracking.
• Evaluates post-event operational outcomes and translates findings into actionable improvements for future cycles.
• Ensures logistical deliverables are completed accurately, on time, and in alignment with program standards.
• Recruits, tracks, communicates with, and provides recognition for over 4,000 volunteer judges and assistants annually.

Customer Focus

• Supports a positive participant, volunteer, and stakeholder experience through clear communication and responsive logistical support.
• Addresses operational inquiries and issues with a solution-oriented, calm, and professional approach.
• Ensures event environments are welcoming, accessible, and well-organized for diverse participants.
• Collaborates with internal and external stakeholders to anticipate and address participant needs.

Dependability

• Effectively manages multiple concurrent events, priorities, and deadlines with accuracy and follow-through.
• Demonstrates accountability for logistical outcomes, timelines, documentation, and budget adherence.
• Applies consistent attention to detail in event setup, schedules, diagrams, and operational execution.
• Follows through on commitments related to vendors, venues, and internal coordination.

Teamwork

• Collaborates cross-functionally with content, education, awards, marketing, IT, evaluation, finance, and operations teams to deliver integrated competitive events.
• Partners with vendors, venues, and service providers to ensure alignment with event requirements and quality standards.
• Works closely with the content and assessment leads to integrate operational plans with judging and scoring needs.
• Contributes positively to team planning, problem-solving, and continuous improvement efforts.

Communication

• Communicates logistical plans, timelines, and expectations clearly to staff, volunteers, vendors, and partners.
• Facilitates operational briefings, walk-throughs, and on-site coordination meetings.
• Provides clear documentation and updates to support shared understanding across teams.
• Represents the organization professionally during event operations and partner interactions.

Belonging

• Fosters a welcoming, respectful, and inclusive environment through thoughtful event design and execution.
• Prioritizes participant and staff well-being in logistical planning and on-site operations.
• Demonstrates professionalism, accountability, and care in all interactions.
• Supports equity, access, and dignity through accessible and inclusive event environments.

EDUCATION

Bachelor's degree   required. Certified Meeting Professional, CMP certification preferred.  Background in event management or   hospitality and tourism is required. 

EXPERIENCE

• Minimum of six years of relevant experience is required. Competitive events delivery experience is required.  
• A minimum of one year of management/supervisory experience is preferred. 
• Working knowledge of project   management concepts, tools, and activities, including Box, and Office 356   (SharePoint, Teams, Outlook, Word, Excel, and PowerPoint);, diagramming   software (Visio, Social Tables), registration and housing systems, (Certain,   Passkey)

PHYSICAL DEMANDS

Light sedentary work. May lift up to 50 pounds occasionally, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. Employees are required to have close visual acuity to perform activities; viewing a computer terminal; extensive reading. 

WORK ENVIRONMENT 

Indoor, cubicle environment. Hybrid working location 

TRAVEL

5% Travel (Convention / As Needed) 

OVERNIGHT TRAVEL

<0% n/a

FFA VALUES

Integrity: "Upfront and Honest Always" - Do what is right, all the time. Choose Courage over Comfort. Be open and Truthful

Respect: "We Before Me" - Be Considerate and Courteous. Respect differences in all interactions. Encourage and recognize others. 

Accountability: "Do It, Own It" - Take Initiative, do what you say you will do. Own Mistakes.