Program Support and Logistics Coordinator - Remote

TITLE: Program Support and Logistics Coordinator

FLSA: Non-Exempt

LEAD: Director of Education

SUMMARY: This role provides critical administrative and logistical support to ensure the successful execution of both virtual and in-person programs and conferences. This role is responsible for maintaining program timelines, coordinating event logistics, and supporting participant engagement and troubleshooting. The position also supports internal operations through document management, reporting, and digital content organization, while collaborating closely with internal teams, external partners, and stakeholders. This role supports the execution of programs ensuring a smooth delivery, organizational alignment, and sponsor objectives.

PMD Alliance is a fast-paced organization that must balance competing needs to ensure we do the greatest good for the largest number of people in a transformational manner. This culture and organizational model requires each team member to be both nimble and highly focused, both as an individual contributor and integrated team member.

All members of the PMD Alliance team commit to and embrace a set of values. These values are intentionally placed above the specific duties as PMD Alliance considers living these values and beliefs a core part of each board and staff member’s role:

• Connection

– People are more than their disease, role, or profession. We celebrate our unique communities and their diverse needs with programs that balance information with opportunities to connect.

• Authenticity

– We invite vulnerability and in-depth discussion on topics that most impact those we serve, strategizing solutions together based on the needs that emerge.

• Partnership

– Partnership is the core of lasting services and organizational health. We work alongside our donors, supporters, and partners to implement the changes they envision in their communities.

• Sustainability

– It’s through connection that we grow capacity. With their participation, feedback, and financial support, our community powers programs that serve and inspire them.

• Risk-Taking

– We must risk going beyond what is easy or common to create programs that exhilarate, energize, and spur lasting change. We extend our resources to meet people where they are.

Duties specific to the Program Support and Logistics Coordinator role:

Program Logistics (In-Person and Online)

• Support pre-event logistics, including scheduling, task tracking and registration processes

• Create and publish registration pages with program/conference details

• Manage all logistics for in-person programs and conferences, including venue, audio-visual, catering, hotel room blocks, and related event services

• Coordinate online program support, including technical hosting, platform run-throughs, and staff training

• Support speaker logistics, including scheduling preparation meetings and collecting speaker assets

• Manage event communications with attendees, sponsors, exhibitors and community partners

• Communicate travel logistics with facilitating staff, ensuring timely, cost-effective, and efficient arrangements

• Coordinate the timely purchase and shipment of materials and supplies in advance of each program

• Coordinate debriefs with the Chief Program Officer and facilitation staff to gather feedback and insights

• Collaborate with the Director of Operations to facilitate legal review of hotel contracts by the organization’s counsel

Program Administration and Support

• Provide comprehensive administrative support to the programs team, ensuring smooth day-to-day operations and effective coordination across initiatives

• Coordinate programmatic deliverable under the direction of the Chief Program Officer and Director of Education

• Troubleshoot and resolve registration and technical issues to ensure a smooth participant experience

• Maintain and update program tracking documents and calendars for accurate scheduling across initiatives

• Share relevant registration data with program leadership to support planning and decision-making

• Publish recorded program content and supporting materials to relevant digital platforms

• Maintain accurate and up-to-date database

• Under the direction of the Chief Program Officer and Director of Education, track program milestones and deliverables

• Prepare program-related reports and graphs to support sponsor reporting and internal planning

• Provide support of online program related Zoom accounts

• Organize and maintain SharePoint program assets, including slide decks, for easy staff access

• Support the implementation, organization, and maintenance of digital content and learning systems

• Assist in managing the deployment of automated surveys to gather program feedback

• Other duties as assigned

Minimal Requirements:

• High School degree required

• Ability to travel, 10% overnight travel required (approximately 20-25 days/year)

• Availability to work a flexible schedule on occasions, including evenings and weekends, to support webinars, programs and events

• Strong technical proficiency and ability to work with various software (Word, Excel, PowerPoint, Zoom)

• Experience with Asana and Salesforce is preferred

• Demonstrated experience planning and coordinating events or programs, including handling logistics from start to finish

• Strong multitasking abilities in fast-paced, changing environments

• Experience in project management

• Ability to take initiative and track deliverables

• Critical thinking skills and ability to create efficient, user-centric processes

• Excellent organizational skills, attention to detail, and team collaboration

• Exceptional integrity, customer service, and problem-solving skills

• Comfortable with remote work and telecommunication tools

• Strong written and verbal communication skills

• Self-motivated, able to work independently with minimal supervision

• Ability to thrive in a dynamic environment and work with interdisciplinary teams

• Experience communicating with high-value partners

• Experience in nonprofit settings

Benefits:

Generous PTO and Paid Holidays, Health Insurance, Dental Insurance, Vision Insurance, 401k, Abbreviated Fridays