Event Travel Logistics Specialist

This position is responsible for supporting the travel logistics of firm events by coordinating key elements, including accommodations, transportation, and attendee management. Travel CoordinationSupport group and individual travel arrangements as needed for events.Maintain accurate travel records and assist with reporting.Serve as a point of contact for travel-related questions within the broader event context.Liaise with the firm's appointed Travel Management Company (TMC) and Director of Hospitality to coordinate travel logistics for firmwide events, ensuring alignment with firm-wide travel policies and standards.Coordinate the movement of goods onsite, ensuring logistical responsibilities are managed in partnership with the hotel and relevant vendors.Accommodations & RoomingManage rooming lists and coordinate hotel blocks for events.Partner with hotels to confirm guest preferences, billing arrangements, and special requests, ensuring rooming lists align with invitee travel days and expectations.Track key deadlines (cut-off dates, attrition) and support reconciliation of final reports.Serve as the internal intermediary with the hotel liaison company, managing communication and ensuring hotel deliverables are met.Support hotel contract review and due diligence processes.TransportationCoordinate ground transportation, including airport transfers and event-related travel.Assist in developing transportation schedules and managing vendor communication.Support onsite coordination for arrivals/departures when applicable.Event Logistics CoordinationSupport planning and execution of event logistics, including guest travel, accommodations, and transportation.Coordinate with vendors and internal stakeholders to ensure logistics align with event needs and timelines.Assist with onsite logistics as needed, including arrivals, departures, and real-time issue resolution. Working knowledge of event logistics, including hotel room blocks, transportation coordination, and vendor management. Strong organizational skills and attention to detail; ability to manage multiple priorities and meet deadlines; effective communication and interpersonal skills; ability to work both independently and as part of a team; proactive and solution-oriented mindset. They are not intended to be an exhaustive list of all duties, responsibilities, qualifications and skills required of personnel so classified.