Event Coordinator

We are in search of an Events Manager to provide communications planning and implementation services for live, virtual, and hybrid events for multiple clients. This position will also support other related communications and project coordination tasks. We are looking for an energetic, assertive, and proactive problem-solver and communicator who can meet deadlines and multi-task. This position is a contract position that is anticipated to begin at approximately 15-20 hours per week and increase to 40 hours per week leading up to the event.

We anticipate that this position will be primarily remote, with some in-person responsibilities related to the execution of the event.

ESSENTIAL RESPONSIBILITIES

• Provide pre-event planning and post-event evaluation to support events and conferences.
• Support conference/event plans and strategies, securing exhibit and/or meeting space, developing event staffing plans and after-action reports, and providing general logistical support.
• Support planning live, in-person events including coordination with venues and vendors.
• Support video conferences, webcasts, webinars, and meetings, including managing online platforms, coordinating with vendors, sending emails, and updating event website content.
• Support for presentations for meetings and conferences, creating materials for and assembling briefing binders, speaker presentations, marketing collateral, and communication plans.
• Assist with venue research and event analysis, preparation of invitations, tracking RSVPs and maintenance of participant database, fielding questions about registration and meeting agendas, and researching travel arrangements for meeting planners and speakers.
• Researching information about possible room setup, audiovisual equipment, accessibility needs and services, and other on-site meeting needs.
• Assisting with on-site work including providing registration support; handling general information, inquiries and requests from speakers and participants; coordinating onsite logistics and transportation requirements; and troubleshooting logistics issues and gaps.
• Working closely with designers and print vendors to coordinate event materials such as brochures, presentations, booths, handouts, and other designed materials.
• Support post-event reports on attendance and lessons learned.
• Development of run-of-show, staffing plans, checklists, timelines, and event trackers.
• Support related communications and media relations tasks for clients, such as media research.

REQUIRED EXPERIENCE AND SKILLS

• Currently holds, or is able to obtain, DHS Fitness Determination (or other equitable federal background check)
• US Citizenship
• Minimum of seven (7) years of experience in live and virtual event planning and communications (experience with a Federal agency or contractor is a plus but not required)
• Microsoft Office (Word, Excel, Teams, PowerPoint)
• Experience leading the development of event agendas and coordination of all logistical support activities including travel, accommodations, meeting facilities, audiovisual equipment and other supply needs
• Experience coordinating with the venue, development of event schedules and project plans, managing event registration, overseeing and staffing registration desk during events
• Experience with the development and distribution of event materials, and placement and use of event signage.
• Experience using event management software and virtual event platforms such as, but not limited to Adobe, Teams, Zoom, CVENT, etc.
• Google Suite
• Strong writing skills
• Strong verbal communication skills
• Ability to quickly learn and troubleshoot event platforms, software, email, and video tools, especially for virtual conferences
• Experience with analytics (such as Google Analytics) is a plus but not required

EDUCATION REQUIREMENTS

• Bachelor’s Degree in Marketing, PR, Communications, or related field

LOCATION REQUIREMENTS

• Remote
• Lives in the DMV area
• Must be available for any on-site requirements as needed

The above statement reflects the general details necessary to describe the principal functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.

We are an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

*Disclaimer: A number of factors are considered when matching salary with candidates, i.e. different levels of experience and capabilities, how that balances into the rest of the team, and your specific capabilities and experience. We are always looking to find people we want to work with whether this is the right job or not, so please talk to us openly about your salary requirements.

Pay: $40.00 - $55.00 per hour

Expected hours: 20.0 – 40.0 per week

Location:

• Washington, DC 20265 (Preferred)

Work Location: Hybrid remote in Washington, DC 20265