Event Logistics Coordinator

About the role

Location: Paoli, Pennsylvania. Job Type: Contract. Compensation Range: $50 - 53 per hour. We are seeking a highly organized and detail-oriented professional to support end-to-end event coordination and execution. This role partners with sales stakeholders and internal teams to manage event intake, logistics, branded materials, sponsorship approvals, and administrative tracking, ensuring timely delivery, effective collaboration, and seamless execution across a high volume of events.

Responsibilities

• Manage incoming event requests through the established FAS intake process and forms.
• Partner with sales stakeholders to clarify event objectives, requirements, timelines, and deliverables.
• Coordinate shipment and setup of booths and materials (e.g., tablecloths, banners, literature, giveaways).
• Ensure appropriate Vanguard-branded assets, collateral, and giveaways are available and delivered on time.
• Coordinate internal speaker submissions where needed (session abstracts, bios, etc.).
• Manage key logistics with event hosts/third parties (deadlines, deliverables, on-site requirements).
• Complete required sponsorship/co-marketing entries in internal systems to secure approvals.
• Track and report sponsorship costs and other basic financial details as required.
• Maintain organized documentation and tracking for a high volume of events.
• Serve as a responsive, dependable point of contact for sales partners on assigned events.
• Collaborate closely with team members to share best practices, balance workloads, and provide backup support.
• Escalate risks or issues proactively when timelines, budgets, or deliverables are at risk.
• When capacity allows, assist with shipping or on-site coordination support for other team members' events.
• Provide general event logistics support across the broader team.

Requirements

• Demonstrated experience in a logistics-heavy, multitasking role (e.g., events coordination, project coordination, administrative support with complex scheduling, or similar).
• Proven ability to manage a high volume of concurrent tasks with strong attention to detail.
• Experience interacting with internal stakeholders or clients in a professional setting.
• Strong organizational, time management, and follow-through skills.

Qualifications

• Corporate event experience (vs. weddings/social/local only).
• Experience with sponsorships, trade shows, or partner-hosted events.
• Prior exposure to large financial services or similarly regulated environments.

Skills

• High attention to detail and accuracy across logistics and documentation.
• Exceptional multitasking in a high-volume, deadline-driven environment.
• Strong stakeholder management and relationship-building skills.
• Able to work independently while contributing to a highly collaborative team.
• Comfortable with ambiguity and learning processes/systems quickly.

Pay

$50 - 53 per hour

Benefits

• Medical insurance
• Prescription coverage
• Dental insurance
• Vision insurance
• AD&D insurance
• Life insurance
• Short-term disability
• 401K plan