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Event Logistics and Finance Coordinator

Want to help spread biomimicry in the world?

Biomimicry 3.8 is a certified B Corp and the world's premier consulting and professional training company focusing on nature positive design and innovation. All positions within our organization offer a unique opportunity for mentorship and career growth. Our impact is global and all members of our team interface with our worldwide community!

Event Logistics and Finance Coordinator

Overview

The Event Logistics and Finance Coordinator is responsible for planning, logistics coordination, and financial management for B3.8 training and event opportunities, ranging from 1-day workshops and speaking events to multi-year programs with specific week-long immersions. This role will additionally provide holistic support to the team including project management, budgeting, coordinating across business units, and managing events.

The Event Logistics and Finance Coordinator collaborates with internal and external stakeholders to ensure successful program outcomes. This includes effective planning to support execution of all training and events, providing 11-star experiences, and alignment with other B3.8 initiatives company-wide.

Details

  • Full-time position, 40 hours/week (salaried, exempt) ○
    • Some evenings and weekends are required for communicating with participants and instructors leading up to and during event dates.
  • Start date: TBD
  • Headquarters located in Missoula, MT (MST)
  • Location is remote in the following states: AK, CA, CO, IL, MN, MT, NC, SD, TX

Compensation

  • $32.65/hour; $67,920 annualized
  • Competitive benefits package, including employer-sponsored health plans, a 401(K) plan with employer match, flexible schedule, and personal time off program.

Duties and Responsibilities

Program Coordination & Execution (45%)

  • Coordinate logistical details for events, workshops, and training opportunities.
  • Develop comprehensive project timelines, logistics, and planning documents for coordinating project team members.
  • Coordinate invoicing and logistics for on-sites within the BPro professional training program, collaborating with instructor team.
  • Manage participant registrations, communications, and general inquiries.
  • Oversee contractor and vendor coordination for workshops and training events.
  • Track and manage production timelines and ensure deadlines are met for workshop deliverables.
  • Find and vet venues and locations for workshop and event offerings.

Financial & Contract Management (40%)

  • Track invoices and manage payments for vendors, contractors, and program participants for both public and private/client workshops.
  • Communicate billing details to participants, collaborators, vendors, and contractors, including sending reminders for outstanding invoices.
  • Manage training and event budgets in Microsoft Excel and QBO, ensuring expenses stay within program budgets.
  • Closely track Accounts Receivable and Accounts Payable for the department, ensuring accurate information is consistently provided to the COO for cash flow forecasting.
  • Improve and refine internal financial processes and workflows to ensure efficiency.
  • Utilize Microsoft Office and QBO for financial tracking and reporting.
  • Work closely with leadership to build program budgets and support financial sustainability.
  • Regularly update program budget actuals to maintain visibility of budget to actuals reports.
  • Consistently follow receipt submission and approval workflows, including providing the correct expense categorization details.
  • Ensure workshop close-out procedures are finalized, budgets reconciled, and marketing assets compiled.
  • Keep track of scholarships, deposits, and discounts at a program-level.
  • Inform the accounting team of any unbudgeted incidentals or unexpected costs immediately.

Outreach (10%)

  • Develop content for event web pages, newsletters, and pipeline strategies.
  • Cultivate partnerships and collaborations to enhance program visibility.
  • Create marketing and promotion plans to maximize event participation and/or registration.

Process Improvement (5%)

  • Identify and implement process improvements to enhance efficiency.
  • Coordinate with leadership and instructors to establish adaptable, sustainable training and event models.
  • Prepare and present project reports highlighting key achievements and areas for improvement.

Rhythms & Workflows

Weekly

  • Meet regularly with supervisor to confirm event plans, contracts, and program design needs.
  • Proactively anticipate needs for each event and program to stay ahead of client requests.
  • Coordinate program logistics and contractor communications.
  • Track financial transactions, invoices, and payments for all events, reporting AR and AP directly to the COO.
  • Maintain clear timelines and priorities for upcoming events.
  • Address participant inquiries and workshop registrations.

Monthly

  • Review program and event budgets, keeping them accurate and up-to-date.
  • Communicate upcoming expenses and cash flow needs to the CEO and COO for up-front program costs.
  • Work with accounting to address program payments and tracking.

Seasonally/Annually

  • Plan and execute major training workshops and private events.
  • Keep the event and venue database current while researching venues.
  • Work closely with the COO to track program performance metrics and profitability.
  • Find and vet venues and locations for workshop and event offerings as needed.
  • Support the development of private workshops, customized biomimicry experiences, and workshop offerings in partnership with channel partners.
  • Meet with leadership and instructors to align on seasonal training and event planning.
  • Collaborate with the growth and development

Realm-Specific Responsibilities and Contributions

  • Ensure Professional Training is aligned with broader company efforts.
  • Work closely with MarComms to market programs and integrate professional training into our consulting and membership pipelines.

Qualifications

Skills & Competencies:

  • Strong program coordination and event management experience, including team collaboration.
  • Financial and contract management expertise, including budgeting and invoicing.
  • Excellent organizational, prioritization, and problem-solving skills.
  • Ability to effectively communicate and coordinate with instructors, vendors, contractors, and participants.
  • Proficiency in Microsoft Office, QuickBooks Online (QBO), and project management tools.
  • Strong strategic thinking skills with the ability to balance daily operations and long-term planning, including setting priorities and ensuring timely responses
  • Experience in event logistics, production timelines, and efficiency tracking.
  • Ability to mitigate risks and ensure smooth execution of international and domestic events, including sensitivity to liabilities and opportunities.
  • Background in financial tracking, cash flow management, and financial forecasting.
  • Knowledge of customer relationship management (CRM) systems for participant engagement.

Education & Experience:

  • Bachelor’s degree in business administration, Education, Marketing, Finance, Nonprofit Management, or a related field (Required).
  • Equivalent work experience in professional training, financial management, or program coordination may be considered in place of a degree.

Application

Equal Opportunity Employer

Biomimicry 3.8 is an Equal Opportunity Employer, committed to fostering Justice, Equity, Diversity, and Inclusion (JEDI) in every aspect of our work. We comply with all applicable federal and state anti-discrimination laws and recruit, hire, train, promote, discharge, provide benefits, and undertake all other personnel actions without regard to race, color, religion, creed, national origin, citizenship, ancestry, marital status, gender, physical or mental disability, age, veteran status, pregnancy, sexual orientation, or other characteristics protected by law.

This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training. B3.8 will reasonably accommodate qualified individuals with a disability or other major life events so they can perform the essential functions of their job unless doing so creates an undue hardship or a direct threat that cannot be mitigated.

We believe that diverse perspectives and equitable practices are essential to driving innovation and creating solutions that reflect the complex, interconnected systems of the natural world. Our team actively works to cultivate an environment where individuals of all backgrounds are welcomed, valued, and empowered.

Employees and applicants are encouraged to address questions, request accommodations, or report any concerns about discrimination to the Director of Operations or their leadership team contact. B3.8 fosters a culture of trust where concerns can be raised in good faith without fear of reprisal. Any form of unlawful discrimination is subject to disciplinary action, up to and including termination.

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