Event Operations Coordinator (Government & Defense Programs)

NSTXL (National Security Technology Accelerator)

About The Position

The Event Operations Coordinator is a critical member of the Events Team, responsible for executing high-quality, compliant, and scalable events across in-person, virtual, and hybrid formats. Reporting to the Senior Events Manager, this role drives day-to-day operational execution, ensuring seamless delivery of programs that meet organizational objectives and the heightened expectations of government and defense stakeholders. The Coordinator supports the full event lifecycle, including planning, logistics, stakeholder coordination, registration management, and post-event reporting. This role requires strong attention to detail, the ability to manage complex logistics, and a structured, process-driven mindset suited for government-facing environments.

Requirements

Bachelor’s degree in Communications, Marketing, Business, Hospitality, or related field (or equivalent experience)
Prior experience (internships, summer programs, part-time employment) event coordination, logistics, or related field
Experience with event platforms such as Cvent or similar registration tools
Strong organizational skills with high attention to detail
Ability to manage multiple priorities in a fast-paced environment
U.S. Citizenship required
Ability to work East Coast hours preferred
Willingness to travel for on-site event support as needed

Nice To Haves

Experience supporting government (B2G) or defense-related events
Familiarity with: Federal and military event environments Compliance considerations (e.g., accessibility, data handling, security protocols)
Tradeshow and field marketing experience
Experience with project management tools (e.g., Monday.com)

Responsibilities

Support end-to-end planning and execution of events including tradeshows, conferences, internal programs, and virtual/hybrid events
Coordinate logistics including: Venue sourcing and RFP development; Room block management and travel coordination; Food & beverage planning; Audio/visual and production requirements; Shipping and material handling
Ensure all event elements align with government protocols, security considerations, and compliance standards where applicable
Manage full lifecycle tradeshow logistics including: Exhibit coordination; Shipping and drayage; Booth setup and teardown; Power, internet, and A/V requirements; Staff registration, training, and scheduling
Support execution of in-booth activations and ensure brand consistency and attendee engagement
Maintain detailed run-of-show documents and logistics trackers
Coordinate with internal teams (marketing, sales, leadership) and external vendors to ensure clear timelines, roles, and deliverables
Own development and management of: Event websites and registration pages (e.g., Cvent), Email campaigns and attendee communications, Pre-event and post-event messaging
Help ensure accurate, timely, and professional communication, particularly for high-visibility government audiences
Monitor registration data and proactively flag risks or trends
Provide logistical and technical support for virtual events using platforms such as: Microsoft Teams, Zoom for Government, Cvent, HubSpot
Assist with speaker coordination, rehearsal scheduling, and live event support
Troubleshoot real-time issues to ensure a seamless attendee experience
Maintain project plans and timelines using tools such as Monday.com
Track deliverables, deadlines, and dependencies across multiple concurrent events
Identify risks early and escalate or resolve proactively
Contribute to process improvements that enhance scalability and efficiency
Serve as an on-site operational lead or support resource: Manage registration desks and attendee flow; Coordinate vendors and venue staff; Resolve real-time issues with professionalism and urgency
Ensure a high-quality, detail-oriented attendee experience aligned with brand standards
Track and compile event performance metrics including: Attendance and engagement; Campaign effectiveness; Operational outcomes
Support post-event reporting and debriefs
Identify opportunities for improvement and contribute to evolving best practices

Benefits

Health Insurance: Medical and dental – company pays 92% of premiums for individual coverage and for family coverage
Vision Insurance: Fully covered
Retirement Plans: 401(k) with employer match up to 4%
Paid Time Off: Paid sick and safe leave, paid floating holidays, and generous vacation
Basic Life & AD&D policy company paid
Voluntary Life
Flexible & remote work structure
Wellness reimbursement plan & mental health support
Community sponsorships
Donation matching
Professional development allowance