Event Logistics Specialist, Hybrid, based in St. Petersburg, Florida

The Poynter Institute   Saint Petersburg, FL   Full-time     Other
Posted on January 17, 2023

Poynter’s Experience and Events team is looking for a highly organized and motivated individual to join us as an Event Logistics Specialist supporting dozens of annual live teaching and public events.

The person in this role will provide logistics coordination across all training and public event portfolios. The ideal candidate has experience working in the live events environment (in person and virtual). This person loves to problem solve and has experience managing complex multi-layered projects to seamless execution. This role will report to the Senior Project Manager.

The Experience and Events team creates immersive experiences that bring Poynter content to people in person and in virtual spaces. We set a high bar for production value and go out of our way to strengthen relationships with our participants and partners. We believe creative logistics ideas and strong execution are a backbone of our programs. From high touch engagement experiences like our annual GlobalFact conference and fundraising gala, to weeklong programs hosting journalists in St. Pete or other cities, the work of the Experience and Events team is focused on meeting, supporting and inspiring audiences wherever they are, and this role is a vital part of that mission.

Learn more about a career at Poynter.


In this role, you will provide operational support across all of the event and in-person training portfolios.

  • You will source, research and vet venues, caterers, florists, AV specialists, related vendors and other partners to aid in the execution of teaching and public events.
  • You will work within a budget to secure and implement meal, travel and entertainment arrangements for each program.
  • You will coordinate and support visiting faculty and participants regarding logistics (hotel room reservations, travel, etc.).
  • You will negotiate contracts with venues and other event vendor partners to meet the expectations of guest and participant experience and stay within the project expense budget.
  • You will arrange accommodations and conduct necessary changes and confirmations.
  • You will arrange details for opening/closing dinners and additional social functions including in-house lunches and off-site outings.
  • You will coordinate shuttle scheduling.
  • You will coordinate audio-visual requests with vendor partners.
  • You will compile and turn in travel and entertainment related expenses for each teaching or public event to the staff accountant.
  • You will serve as the point of contact for digital tools and platforms used across the event portfolio (i.e. Salesforce, Hubilo, WordPress, etc.).
  • You will work closely with the Senior Project Manager to improve team processes, identify and clear roadblocks, and implement solutions.
  • You will manage team communications, including team calendars, meeting agendas, and broad internal stakeholder updates on programs and events.
  • You will cultivate and promote diversity, equity, and inclusion in the workplace and contribute to an equitable workplace culture.

Required Qualifications:

  • You are passionate about democracy, teamwork and journalism.
  • You love to problem solve, and you have experience managing complex, multi-layered projects with internal and external stakeholders.
  • You have experience working in a live events environment, and you have an entrepreneurial mindset.
  • You are innovative and self-motivated.
  • You have strong professional writing, communication and negotiation skills.
  • You are dependable, reliable and can work independently.
  • You pay attention to details.
  • You understand the value of finesse and desire to create memorable guest experiences.
  • You can prioritize multiple projects concurrently in a fast-paced environment.
  • You love to travel, and you don’t mind working the occasional weekend or evening event.

Preferred Qualifications:

  • You have at least 3-5 years of experience managing logistics and operations for programs or events under stringent timeframes and with changing priorities and conditions.
  • You thrive in fast-paced environments commanding high volumes of work with accuracy and reliability.
  • You are familiar with the technical language of venues, theaters and online event platforms.
  • You are up to date on the current media landscape.
  • You already have or are interested in pursuing project management certifications – like a CAPM or PMP.
  • You have a bachelor's degree or equivalent work experience.


No phone calls, please. 

The position is based in St. Petersburg, FL.

Travel is anticipated up to 20% and tied to program and event schedules.

Annual salary range: $45,000 - $55,000 DOE

Send a cover letter and resume via email to hiring8@poynter.org.

Deadline to apply: February 1, 2023

The Poynter Institute

801 Third Street S.
Saint Petersburg , FL