Events Coordinator

Benefits

• 401(k)
• 401(k) matching
• Competitive salary
• Dental insurance
• Health insurance
• Vision insurance

The Events Coordinator provides full-spectrum logistical, planning, and project management support for agency meetings, conferences, outreach activities, and high-profile events. This role requires exceptional organizational skills, adaptability, and the ability to manage multiple complex projects simultaneously. The position ensures that all events reflect the agency's mission, branding, and compliance standards while delivering a seamless experience for participants and stakeholders.

This position is contingent upon contract award.

• Provide logistics support for internal and external meetings, events, and conferences
• Manage venue requirements, signage, invitations, attendance tracking, and other event needs
• Research event context to prepare agency leadership and staff for stakeholder engagement
• Identify and manage inventory for educational resources and outreach materials
• Coordinate exhibit design, technology, and management with vendors and partners
• Provide expert guidance on exhibit and activation design, supplies, and experiences tailored to event needs
• Adapt event planning and logistics for virtual platforms as needed
• Ensure compliance with federal requirements (e.g., Section 508 accessibility)
• Ability to lift and maneuver equipment (50+ lbs.) for onsite events and exhibits
• Manage multiple large/high-profile events simultaneously
• Respond to quick-turnaround requests (within the hour or same day)
• Recommend and reserve audience-appropriate venues for nationwide outreach
• Suggest engaging formats for outreach activities (e.g., expos, networking sessions, breakout sessions)
• Coordinate building security needs with venues and agency
• Oversee all logistical elements, including venue contracts, signage, décor, shipping, and catering
• Independently manage room setup and takedown for smaller events
• Provide pricing and purchasing for signage/décor in collaboration with agency branding team
• Ensure smooth event execution through on-site support, including setup, breakdown, and troubleshooting
• Manage emergency on-the-ground purchases and submit documentation within one business day post-event
• Design, build, manage, and maintain expo-style booths or activation kits, including furniture, technology, branding, and custom graphics
• Recommend speakers, moderators, and facilitators for events
• Manage invitation and RSVP process using platforms such as Eventbrite
• Collect and organize contact information, headshots, and bios for speakers and moderators
• Prepare speakers with agendas, background materials, and logistics information
• Coordinate dry runs for speakers and moderators prior to events
• Develop and distribute surveys, reports, and event-related data as requested
• Provide weekly reports and updates, including agendas for planning meetings
• Develop “Run of Show” presentations for events
• Submit monthly status reports summarizing activities, accomplishments, issues, and expenditures
• Ability to obtain Public Trust suitability

• 3-5 years proven experience in event planning and project management for large-scale events and expos
• Experience with vendor management, shipping logistics, inventory management, contract negotiation, and budgeting
• Strong organizational and multitasking skills with ability to manage multiple priorities under tight deadlines
• Expert knowledge of MS Office
• Exemplary planning and time management skills
• Strong written and verbal communication skills

• Experience with high-profile events such as SXSW, CES, BIO, scientific conferences, and press briefings
• Knowledge of best practices for expo booth design and activation
• Ability to work independently and anticipate needs with minimal agency staff involvement