Events Coordinator

Ripple Effect • Rockville, MD

7h • $28 - $33 • Hybrid

About The Position

Are you passionate about being the backbone of a team that keeps operations running smoothly? As an Events Coordinator for our clients, you will play a pivotal role in shaping our success. Supporting Federal Agencies, this role will help coordinate and facilitate multiple high-profile meetings and events simultaneously by providing engagement recommendations and overseeing all logistical elements in a fast-paced federal environment. Your support of exhibits/expos, speaker engagement, and event project tracking will ensure seamless execution of in-person, hybrid, and virtual events that effectively communicate the mission and research impact to diverse audiences.

Requirements

• Bachelor's Degree
• 2+ years of related professional experience
• Detail oriented with strong organizational skills, including experience planning and tracking the end-to-end progress of events logistics and drafting regular status reports for staff and leadership.
• Experience coordinating in-person, virtual, and hybrid events, including the use of virtual meeting software (e.g. Zoom).
• Foundational knowledge of federal requirements (e.g. 508 compliance) to ensure agency is compliant with such regulations.
• Excellent verbal and written communications skills for face-to-face interactions with clients (including event speakers and attendees), co-workers, and leadership.
• Basic knowledge of Microsoft Office productivity software and collaboration tools such as Microsoft Teams and SharePoint.
• Basic knowledge of project and events management and design software such as Microsoft Planner, Microsoft Project, and Adobe CS.
• Ability to carry/maneuver various pieces of heavy equipment (50+lbs) for onsite events and exhibits (e.g., carrying banners/boxes of materials to rolling crates.)

Nice To Haves

• Experience coordinating meetings and events for federal science agencies (ex. NIH).
• Basic knowledge of event platforms Cvent and Bizzabo.
• Basic knowledge of AI tools, including their limitations and risks, and how they can be applied to support event coordination tasks.

Responsibilities

• Provide logistics support for a variety of meetings, events, and conferences, ensuring timelines, and checklists are maintained.
• Provide direct event support, including managing venue requirements, signage, invitations, attendance tracking, and other requirements as needed.
• Adapt onsite planning and logistics skills to virtual platforms and environments; support speakers and attendees across formats.
• Coordinate cross-functional partners (facilities, AV, security, IT) and maintain clear, timely communication.
• Create and maintain project documentation, including run-of-show, production schedules, staffing plans, rooming lists, and contact sheets.
• Support registration operations: build forms, manage RSVP lists, monitor capacity, track special needs, and manage confirmations.
• Manage speaker and VIP logistics: schedule prep calls, collect bios/headshots, gather session titles/abstracts, and confirm AV needs.
• Ability to travel as needed, including occasional evening or weekend coverage for events.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level