Benefits:

401(k)

401(k) matching

Competitive salary

Dental insurance

Health insurance

Vision insurance

Position Overview:

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 with a start of June/July 2026.

Key Responsibilities:

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 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 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

Qualifications:

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

Preferred 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