Job Opening: Events and Logistics Coordinator
Job Opening: Events and Logistics Coordinator
Application Deadline: May 15, 2025
Applications will be reviewed on a rolling basis, so we recommend applying sooner rather than later; don’t wait until the deadline.
Position: Full-time
Location: Bucharest (Hybrid). Our office is situated on 56 Dionisie Lupu.
Start Date: May/ June 2025
About Social Innovation Solutions
The mission of SIS is to accelerate Central and Eastern Europe’s transition to a sustainable economy through climate action and sustainability education, targeting leaders and businesses.
SIS delivers comprehensive sustainability programming, including Climate Change Summit, Sustainability Academy, Transformator, Sustainability Hub and ESG Programs.
Read the 2024 Impact Report here and watch this video to meet part of the team.
We are looking for a highly organized and hands-on Event and Logistics Coordinator to support the seamless execution of various types of events across all SIS programs (from large scale summits to conferences, workshops, networking events and bootcamps) and office operations.
This role is focused mainly on the practical and operational aspects of event delivery — from materials preparation and venue setup to on-site logistics and post-event follow-up, but will also include support activities related to the team's operational needs.
You’ll work closely with the Head of Event Operations and other SIS team members to ensure all physical and technical elements are in place before, during, and after each event.
About the Projects
Key Responsibilities:
Supplier & Vendor Coordination
Conduct research of reliable suppliers and obtain quotes when needed (venues, catering, transportation, AV/tech, logistics, décor) both in Bucharest and across the country
Deal with agreed service providers (venues, AV, catering, couriers): negotiation, contract, onsite implementation
Support procurement of event-related items (badges, signage, kits, agendas, printed materials, branded assets, products, etc.)
Track supplier quotes and updates to assist in keeping events within budget, ensuring cost-effectiveness and transparency
Track delivery and pickup schedules for rentals and supplies
Operational Support
Contribute to the development and monitoring of detailed event timelines, production schedules, task lists, and checklists
Coordinate event logistics: venue setup, catering, transportation, ensuring smooth event flow and setup
Set up and manage event registration platforms; handle guest lists, ticketing, attendee confirmations, and post-event communication and surveys
Coordinate and supervise volunteers as needed, especially for large-scale events like the Climate Change Summit (CCS)
Serve as a reliable point of contact during event days, assisting with onsite registration, logistics troubleshooting, suppliers and guest experience
Ensure all logistical elements are in place on time (from branding materials to coffee breaks) before the event starts
Assist with the events’ partners set-ups and local branding (displays, corners, branding materials, technical issues/needs)
Prepare and pack logistics kits for each event, including backup supplies
Oversee transportation of event materials to/from venues
Post-Events Follow-up
Manage the event breakdown within the agreed timeline and the proper storage of reusable materials
Collect and organize receipts, invoices; final updates on the events’ budget
Contribute to post-event inventory updates and logistics reports
Support the collection of data for the events’ sustainability report development (recycling, energy, paper/plastic/metal usage, etc)
SIS office and administrative management
Assist the SIS team with other operational and logistical tasks (office supply/material transportation/suppliers for diverse needs, etc). This job will be under the coordination of the Financial Manager.
Requirment and skill
Previous experience in event development and logistics, including but not mandatory in large scale events (500+ participants, premium location, multiple stages, etc)
Exceptional organizational and time-management skills
Comfortable with physical tasks (e.g., lifting boxes, setting up tables/signage)
Tech savvy and used to working with digital platforms (Microsoft 365, G-suite, Slack) and a willingness to learn new tools.
Excellent organizational and communication skills in both English and Romanian
Ability to manage multiple deadlines and tasks independently
Strong attention to detail and process management, proactive and with an entrepreneurial mindset
Ability to work flexible hours, including occasional evenings/weekends
A valid driving license is required, as the role will involve occasional travel and local transport of materials for events taking place in Bucharest and other locations across the country.
Location & Availability: Based in Bucharest, ready to start in May/ early June 2025.
What you will gain:
A central role in shaping and delivering various types of events across all SIS programs, from large-scale summits to conferences, workshops, networking events and bootcamps, including one of the region’s leading climate events, Climate Change Summit.
Direct collaboration with sustainability leaders, speakers, and decision-makers
The chance to grow in a fast-paced, purpose-driven team
Access to a dynamic network of climate and business professionals
Your approach to work:
Deliberate, not hesitant: You take ownership of tasks, ensuring they are not only completed but optimized.
Dynamic yet precise: You navigate shifting priorities while maintaining high execution standards..
Organized yet adaptable: You thrive on structure and clear timelines, while staying responsive when things shift on the ground
Proactively connected: You build strong, reliable relationships with vendors, teammates, and partners, anticipating needs and creating smooth collaboration across the board.
Calm and solution-focused: Whether it’s a last-minute change or a complex coordination task, you stay composed and curious
Reliable from start to finish: From the planning phase to the event delivery, you bring clarity, consistency, and accountability to every stage of execution.
We don’t believe in the “perfect” candidate. If you resonate with this role but don’t meet all the criteria, we still encourage you to apply.
Come join us in building a sustainable future through bold ideas, real connections, and impactful events.