Events Logistics Coordinator Jobs (NOW HIRING)

Position Summary

The Academy Event Logistics Coordinator is responsible for the logistics and execution of events and related functions, ensuring that all logistical elements are delivered with consistency, efficiency, and attention to detail.

This role supports the Academy by translating event plans into well-coordinated execution, maintaining organized systems for inventory and campus readiness, and ensuring that all physical aspects of events reflect a welcoming and professional Ursuline experience. The Manager reports directly to the Director of Development & Alumnae Engagement and collaborates with multiple departments across the Academy.

This is an 11-month position aligned with the academic calendar and event cycle.

Essential Duties and Responsibilities:

Event Execution & Logistics

Execute Academy events based on established plans and run-of-show documents developed by the various internal stakeholder groups.
Manage event logistics including setup, breakdown, and space readiness (tables, chairs, linens, AV, signage)
Help develop and implement actionable 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 that nurtures community engagement and reaches defined goals.

Operational Coordination

Coordinate with internal teams (Advancement, Enrollment, School leadership and operational teams) to align event logistics with priorities
Partner with Facilities, Security, and vendors to ensure spaces are properly prepared and all logistics are confirmed in advance
Serve as primary point of contact for vendors during event execution
Ensure clarity of roles and responsibilities when supporting events led by other departments

Inventory & Storage Management

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

Bookstore Operations

Oversee day-to-day bookstore operations, including:
    Inventory tracking and restocking

    Processing in-person and online sales
    Maintaining an organized and welcoming retail environment
Coordinate with the Business Office to ensure accurate financial processing and reporting
Supervise volunteers supporting bookstore operations

Event and Book Store Reporting & Continuous Improvement

Track and report key operational insights following events, including:
    Execution compared to expectations
    Logistical challenges or inefficiencies
    Timing and coordination issues
Recommend operational enhancements to improve efficiency and execution quality over time

Qualifications

Required

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 (e.g., Excel, Google Sheets) and comfort maintaining organized records and reports
Effective communication and collaboration skills

Preferred

Experience working in an educational or nonprofit environment
Experience coordinating with facilities teams and external vendors
Familiarity with inventory management or operational systems

Key Competencies

Detail-oriented and highly organized
Reliable and accountable
Calm and solutions-oriented under pressure
Collaborative and service-minded
Ability to follow direction while working independently
Comfortable working with data and translating operational information into clear, usable reports

Come make a difference at Ursuline Academy!

Ursuline Academy of New Orleans, founded in 1727 and sponsored by the Ursuline Sisters, is a Catholic school for girls offering a strong educational environment from early childhood through a college preparatory secondary program.

As Ursuline approaches its 300th year, this is a once-in-a-lifetime opportunity to join a dynamic team helping shape the next chapter of the oldest Catholic school and oldest girls' school in the United States. Rooted in spiritual formation, academic excellence, and a lifelong commitment to Serviam: I will serve, Ursuline educates young women to lead with confidence, compassion, purpose, and courage.

The Academy's all-girls environment empowers students to challenge themselves, explore beyond their comfort zones, and expand what they believe is possible. With STEM and the Arts serving as equal partners in 21st-century learning, Ursuline prepares girls to think boldly, serve generously, and lead their own paths with Serviam at heart.

Joining Ursuline means becoming part of a living legacy, one that has shaped generations of women leaders and continues to prepare girls for a diverse and global society.