Event Logistics Coordinator

Head for the Cure Foundation is dedicated to inspiring hope within the brain cancer community, including patients, families, friends, caregivers, and supporters, while honoring their courage and resilience. We advance our mission through three core pillars: building awareness for a complex and often under-recognized disease, raising funds to support clinical research and patient-centered programs, and igniting hope for everyone impacted by brain tumors. Head for the Cure primarily engages supporters through 5K run/walk events, fundraising campaigns, and other community initiatives. Team members contribute to meaningful work that supports better treatments, resources, and outcomes for those facing brain cancer.

Overview: 

The Logistics and Event Coordinator plays a dual role in supporting the successful execution of Head for the Cure’s events, leading foundation-wide event logistics while planning and executing assigned 5K fundraising events. This position oversees logistical operations including permitting, insurance and venues while collaborating closely with Event Coordinators to ensure events are prepared for success. For assigned 5K events, this role serves as the primary event lead, cultivating community relationships and delivering a meaningful event experience to the brain tumor community. This role will report to the Director of Events. 

HFTC Logistics Management (50%) 

Lead all logistical aspects of 5K events in cities across the country (28).Secure permits, insurance, and city approvals in coordination with local authorities.Collaborate with the Event Coordinators on site plans, including but not limited to layout, power/water access, signage, and parking.Schedule and lead two logistics check-ins for each event with the Event Coordinator to review and confirm all logistical needs and details.Attend every check in with the Race Director and EC team to review all logistical details for the upcoming events. Track logistics costs in real time and ensure alignment with event budgets.Source and manage third-party event vendors (e.g., rentals, barricades, porta-potties).Maintain compliance with local safety regulations, ADA requirements, and emergency planning.Assist with packing, equipment, and inventory management.Work closely with each Event Coordinator to ensure they are comfortable and informed on all logistical aspects of their assigned events.Other duties as assigned.  

Event Coordination (40%) 

Plan and execute 5K running events in specific markets assigned by the Director of Events.Solicit for in-kind donations for all HFTC events.Recruit and cultivate relationships with participants, donors, sponsors, volunteers, and local planning members. Oversee all elements of event production for assigned races and potentially large institutional community events annually including but not limited to: Vendor management Event site layoutEvent entertainmentFood and beverage Marketing and communicationsTeam Captain relationshipsPacket Pick Ups Responsible for achieving predetermined participation and revenue goals for each event. Responsible for sending all event vendor communications.Maintain and organize event details and serve as the main point of contact leading up to and on event day.Responsible for activating local sponsorship.Travel approximately 12-14 times per year. Maintain budgeted goals for expenses per event. Other duties as assigned. 

FUNDRAISING (10%) 

Implement flash sales, discounts, and other promotional strategies to drive event engagement at the direction of the Director of Events.Use cold-calling and other marketing strategies to solicit for local event sponsorships and in-kind donations.Build and maintain relationships with team captains and constituents in select 5K markets. 

*Other duties may be assigned 

*This position requires working some evenings and weekends. 

*Must be based in the Kansas City Metro area

To apply, please email resume and cover letter to Head for the Cure's Executive Director at [email protected]

Qualifications: 

Bachelor’s Degree in related area.One to three (1-3) years of experience in event planning and logistics.Demonstrated experience coordinating multiple projects, events, vendors, and deadlines simultaneously.Must be highly organized, have strong communication skills, and the ability to successfully multitask. Experience with permitting, city compliance, and on-site event coordination.Budget tracking and vendor relationship management experience.Strong problem-solving skills and the ability to remain calm, flexible, and solutions-oriented when managing unexpected challenges.Demonstrated experience coordinating multiple projects and deadlines simultaneously.Comfortable public speaking both in-person and online. Proficient in verbal and written communication.Proficient in Microsoft Office Suite (Word, Excel, PPT) and Google Workspace.Familiar with Mac operating systems.Experience with database management; Salesforce preferred.Ability to travel on weekends and work in a fast-paced, mission-driven environment.Must be able to lift 30 pounds. Must have a strong desire to support a disease-based nonprofit organization, where empathy, personal understanding, and support for brain cancer patients, caregivers, family, and other supporters are important personal characteristics. 

Salary range: $48,000-$50,000.

Benefits Package:

 Medical, dental, and vision insurance coverage ($8,000 Value). The Head for the Cure Foundation offers full benefits, and funds 100% of the premium costs, for each full-time employee. Our benefits provider is UnitedHealthcare, and I believe you will find the medical plan to be comprehensive. 

• Life insurance. $50,000 in life insurance coverage. 

• 401K Retirement Plan + 3% Match ($2,000 Value). Available at time of first payroll, the Head for the Cure Foundation offers a retirement plan, matching up to 3% of your salary depending on your personal contributions and also pays for all fees associated with the plan. Vesting is based on years employed. 

• Paid vacation. 10 days annual paid vacation after one year of employment.

• Holiday schedule. We follow the following holiday schedule: MLK Day, President’s Day, Memorial Day, Juneteenth, 4th of July, Labor Day, Thanksgiving Day and the Friday following, Christmas Eve and Christmas Day. 

• Additional holiday/vacation. HFTC provides additional holiday time, closing the office during the period between Christmas and New Year’s Day. We also added a special weeklong “Head for the Cure” holiday at the end of event season. Timing details pending. 

• Work Schedule. Remote. Monday through Thursday, 8:30 a.m. to 5 p.m. cst Fridays, 8:30 a.m. – 12p.m. cst Evenings and Weekends as needed. 

• Comp time. Accrued in consideration of event travel and other weekend Foundation obligations. 

• Technology allowance. HFTC provides an allowance of $50/month for each employee, in consideration for mobile phone and home Wi-Fi service. 

• Credit card. Provided for Foundation expenses; reimbursement for mileage and HFTC travel.