Select Page

Jobs: Senior Logistics Lead

Oct 2, 2024

Who We Are

We’re MCW Events, a team of event logistic specialists based in Seattle. And we have the pleasure of waking up every day and doing exactly what we love to do: solving problems, managing logistics, and executing highly successful events. We specialize in virtual & hybrid experiences, experiential technology, public events, conferences, corporate meetings, special events, incentive trips, and broadcast design.

We focus on delivering innovative events and conferences that start with a thorough understanding of the audience, budget goals, and objectives. Our company approach infuses creativity into every event, maximizing communication and networking opportunities, increasing an event’s effectiveness and messaging, and leveraging technology and online marketing tools.

General Position Overview

The Logistics Lead is the team member responsible for overseeing and managing all logistic details in full scale management including but not limited to: working closely with multiple clients, managing internal teams, owning project timelines, developing long term goals and objectives, preparing event documentation, and providing post event evaluation. They have an expert level understanding of event management, including client management, venue management, production coordination, hotel room blocks, vendor management, and contract negotiation. And most importantly, they require creativity, passion, and motivation to produce high-quality customer-facing events. The skillset of a self-starter and team player with strong communication and verbal skills, strong time management skills with a steady and calm demeanor, and our signature MCW “white glove” client customer service will be the pillars of success in this position.

Pay Range: $97,000 – $120,000

Responsibilities Include

Logistics Management

  • Ensure program content and requests captured in the SOW tasks & deliverables are achieved
  • Implement and drive MCW Events Logistics Process for all new and current clients and projects
  • Travel on a monthly basis to various domestic and/or international locations to coordinate and oversee events, manage vendor relationships, conduct site visits, and ensure seamless event execution in alignment with client and company expectations
  • Participate in hotel/conference center/other venue negotiations for space, services and catering to support assigned meetings
  • Manage client & event responsibilities to include but not limited to:
  • Day-to-day client interaction
  • Day-to-day operational aspects of a project scope
  • External stakeholders
  • Review deliverables prepared by team before passing to client
  • Build a knowledge base of each client’s business, organization and objectives
  • Set and manages client expectations
  • Communicate effectively with clients to identify needs and evaluate alternative business solutions
  • Build a knowledge base of each client’s business, organization and objectives
  • Implement program strategies and enhancements at the direction of a diverse collection of stakeholders
  • Make recommendations to make events more effective and efficient as well as look for cost savings
  • Provide project status reports to team members and addresses client and/or internal issues as appropriate
  • Minimize exposure and risk on projects
  • Create and execute event briefs and project work plans/playbooks that detail the complete event logistics and revise as appropriate to meet changing needs and requirements
  • Complete all required paperwork in detail such as proposals, contracts, worksheets, change forms and any additional paperwork as necessary
  • Ensure project documents are complete, current, and stored appropriately
  • Provide onsite support at events to liaise with venue, provide vendor management, attendee communication and sponsor support
  • Create and manage each specific events timeline and production schedule
  • Manage audio visual, party location space, transportation, and technology requirements
  • Provide project status, timelines, budget and roadblock updates to key stakeholders
  • Resolves and/or escalates issues in a timely fashion
  • Understands how to communicate difficult and/or sensitive information tactfully
  • Provide evaluation tools for each program & post event feedback

Business Development Management

  • Participate in the sales and business development effort as follows:
  • Participate in prospective client calls, as necessary to provide overall event logistics recommendations and best practices
  • Completing project scoping and level of effort assessment, as necessary
  • Manage any logistics RFP quotes, responses and budget management
  • Provide prospective clients with recommendations and best practices
  • Assess current business development strategy and the impact on current and potential opportunities
  • Identify growth opportunities for existing key clients
  • Demonstrate understanding of event analytics, budget considerations and ability to identify upsell opportunities with existing implementation projects
  • Collect and deliver client(s) presentations, case studies and proposals, as necessary

Communication

  • Demonstrate impeccable communication skills in the following actions:
  • Effectively facilitate team and client meetings to communicate project status, timelines, roadblock updates, and budget positioning
  • Effectively communicate relevant program information and changes to the full MCW Events team
  • Develop and deliver engaging, informative and well-organized presentations
  • Resolve and/or escalate programmatic or staffing issues in a timely fashion
  • Able to communicate difficult or sensitive information tactfully

Financial Management and Project Accounting

  • Work with the client and key stakeholders to develop and manage all event project budgets to include financial repercussions and risks associated with programmatic decisions
  • Monitor and manage vendor, contractor and partner budgets as they relate to the overall event project budget and pass thru payments as necessary
  • Demonstrate financial acumen and responsibility as follows:
  • Understand MCW Events basic revenue models
  • Track and report team hours and expenses

Internal Team Operations & Development

  • Suggest areas for improvement in internal processes along with possible solutions
  • Lead internal teams/task forces to further business objectives
  • Compile and help to enforce standard policies and procedures
  • Provide effective and critical performance evaluations of colleagues
  • Participate in skill development opportunities above and beyond baseline trainings
  • Challenge and encourage colleagues to progress toward their professional development goals
  • Participate in networking opportunities and/or speaking engagements to reach potential leads
  • Promote MCW Events through speaking engagements at industry conferences and involvement in local business organizations
  • Maintain a detailed awareness of relevant market trends and developments affecting your accounts, and overall developments in the events industry
  • Lead, inspire, motivate and coach team members
  • Provide evaluation of teams individual and overall performance to Principles

Technical Understanding

  • Possess general understanding of technical dynamics of the current state of the virtual, hybrid and IRL events ( i.e. platform, broadcast, show-calling)
  • Possesses a thorough understanding of MCW Events technical capabilities
  • Maintains awareness of new and emerging technologies and the potential application on client engagements
  • Maintain technical excellence in providing recommendation, selection and managing technical vendors
  • Understand overall presentation and production needs to meet the event technical goals & objectives

Additional Knowledge, Skills & Abilities

  • Bachelor’s degree and/or GED equivalent and 4-6 years of experience in working as a logistics lead and/or project manager, leading medium to large projects, special events, marketing, management, guest services, or travel/hospitality industry
  • Experience with large groups, DMCs or incentive sales
  • Advanced experience in event budgeting
  • Must have exceptional communication and customer relations skills
  • Demonstrated empathy, grace, critical thinking skills and ability to recognize and work within or through ambiguity
  • Ability to effectively handle stressful situations and stay productive
  • Must be detail oriented and organized. Able to manage multiple projects under tight deadlines while interacting with various departments including
  • Events, Marketing, Sales, Operations and Executive level
  • Strong written and verbal communication skills
  • Possess baseline to advanced knowledge of event technology and technical knowledge event production
  • Well-developed interpersonal skills; demonstrated ability to partner and build relationships with employees, attendees, clients and vendors
  • Strong verbal and written communication skills
  • Capable and strategic negotiator
  • Unafraid to take charge when necessary, be decisive and then build support for those decisions
  • Unafraid to ask for help if needed
  • Flexible and adaptable; thrives in ambiguity
  • Ability to successfully work under pressure, respond to shifting needs and manage multiple tasks
  • Excellent project and time management skills; strong sense of urgency
  • High professional standards
  • Personable, authentic, and relational
  • Exceptional attention to detail
  • Engages with humility, humor, and generosity
  • Positive and possesses a “can-do” attitude
  • Knowledgeable and passionate about their client’s business
  • Possess a desire to learn new things, develop new skills, collaborate with others, grow within the company, and always help your fellow colleagues

What Success Looks Like

  • Ability to speak knowledgeably about past experiences with roles in the position, as well the internal motivation to pursue new information and guidance from experienced colleagues on new tasks
  • Ability to manage upward, negotiate competing priorities, and communicate questions that arise or challenges within the work ~ all within a timely fashion to Logistics Leads, Account Directors, and or Principles

Click below for more info or to apply.

APPLY NOW