Events Coordinator

Reingold Inc•Alexandria, VA

3d•Hybrid

About The Position

Reingold is a full-service marketing and creative firm in Alexandria, VA. For more than 40 years, we’ve been driven by a simple mission: to help organizations –– whether in the government, nonprofit, or business sector –– as they strive to make the world a better place. We hire top-notch talent to develop and launch compelling, inventive communications campaigns, leveraging the latest technology and digital media strategies that enable our clients to meet their audiences where they are. We’re proud to say we’ve built a team of curious, passionate pros — from marketers and tech wizards to designers and strategists — who love what they do and bring their A-game every day. We take our work seriously, but not ourselves. We believe great ideas come from collaboration, humor, and a little bit of fun along the way. When you work at Reingold, you get more than a job, you get a community. We offer competitive salaries, a comprehensive benefits package, a dynamic hybrid work environment, a vibrant workplace and growth opportunities in a variety of specialty areas. That means when we find great people (and they find us), they stick around for the long term. That's where you come in. We’re looking for an event coordinator to provide planning, coordination, and logistical support for national‑level science and research outreach events, conferences, and trade shows. The role supports federal program objectives by coordinating event logistics, managing vendors, and ensuring timely, high‑quality execution of in‑person and virtual events under Government direction. The event coordinator will work closely with program staff, subcontractors, and logistics vendors to ensure events are delivered on schedule, within scope, and in compliance with federal requirements. Please note this role is contingent on contract award. This is a hybrid role requiring at least two days per week on-site at Reingold's headquarters in Alexandria, VA. Additionally, the event coordinators will report virtually to NSF program staff at NSF Headquarters in Alexandria, VA, with additional on-site support provided only as required for events or Government direction.

Requirements

Bachelor’s degree from an accredited institution.
Minimum of 5 years of professional experience supporting events, conferences, logistics coordination, or program administration.
Experience coordinating multi‑stakeholder activities in a professional or institutional environment.
Strong organizational, communication, and time‑management skills.
Proficiency with standard office productivity tools (e.g., Microsoft Office, collaboration platforms).
Active U.S. Public Trust determination or ability to obtain one.

Nice To Haves

Experience supporting events for:
Federal agencies
Universities or research institutions
Nonprofit or mission‑driven organizations
Familiarity with trade show or conference logistics.
Experience coordinating vendors or subcontractors.
Experience supporting virtual or hybrid events.

Responsibilities

Coordinate planning and execution of conferences, trade shows, exhibits, and outreach events.
Develop and maintain event schedules, task lists, and logistics plans.
Coordinate travel, shipping, and delivery of event materials and equipment.
Serve as a day‑to‑day point of contact for event‑related activities.
Coordinate warehousing, inventory tracking, and shipment of event materials.
Liaise with logistics providers, exhibit houses, and shipping vendors.
Track materials before, during, and after events to ensure accountability.
Coordinate booth setup and tear‑down activities performed by vendors or support staff.
Provide on‑site coordination during events, as required.
Support registration, scheduling, and exhibitor coordination.
Assist with virtual or hybrid event logistics and platforms.
Maintain event documentation, inventories, and logistics records.
Prepare status updates and post‑event summaries.
Track lessons learned and support continuous process improvement.
Ensure event activities comply with federal guidelines and program requirements.
Follow established procedures for procurement, travel, and documentation.
Support Government review and approval processes as needed.