Events Coordinator

Viderity Inc. • Alexandria, VA

2d • Onsite

About The Position

The Events Coordinator plans, coordinates, and executes meetings, conferences, outreach events, and trade show exhibits in support of the Office of Legislative and Public Affairs (OLPA) at the U.S. National Science Foundation (NSF). The role manages event logistics, vendors, venues, shipping, and inventory, and works with the Events Project Manager, internal stakeholders, venue partners, and vendors to support RSVP and speaker management, on-site setup and breakdown, and exhibit activations in in-person and virtual environments.

The coordinator supports event planning and execution from venue research and reservation through contracts, signage, catering, shipping, booth and activation-kit management, and on-site support. The role also develops event documentation and reports, handles multiple high-profile or quick-turnaround events, adapts plans to virtual platforms when needed, and ensures compliance with federal requirements such as Section 508.

Requirements

• Bachelor's degree or equivalent from a four-year college.
• Five years of professional experience with trade show-style events and exhibits.
• Expert-level professional experience managing shipping and receiving logistics, including direct-to-site, advanced-warehouse, overnight, and event-to-event shipping.
• Expert-level experience working with major trade exposition companies, including managing relationships, purchasing materials and services, and coordinating logistics.
• Expert-level customer service expertise.
• Expert-level experience with Adobe Creative Cloud and Microsoft Office.
• Expert-level experience with asset management systems.
• Ability to gather stakeholder requirements, take creative direction, and work collaboratively as part of a team and independently.
• Ability to carry and maneuver heavy equipment weighing 50 pounds or more for on-site events and exhibits.
• Willingness to travel as required and work occasional early mornings, evenings, or weekends to support events.
• Preparedness to share work samples, such as photos of managed expo-style booths, a sample inventory system, and a sample event checklist.

Responsibilities

• Provide logistics support for meetings, events, and conferences, including venue requirements, signage, invitations, and attendance.
• Research event requirements and context to prepare the NSF Director and OLPA staff to engage with audiences and stakeholders.
• Recommend and reserve approved, audience-appropriate offsite venues for nationwide outreach, and coordinate building security needs with the venue and NSF.
• Oversee event logistics, including venue contracts for electricity, internet, and rentals; signage and decor; shipping; and catering.
• Design, build, manage, maintain, ship, store, set up, and tear down expo-style booths and activation kits; coordinate exhibit design and technology with vendors and partners.
• Identify, manage, and forecast outreach-material and exhibit-equipment inventory.
• Manage invitations and RSVPs using platforms such as Eventbrite; collect speaker headshots and biographies; and help prepare speakers and moderators, including coordinating dry runs.
• Handle quick-turnaround requests and manage multiple large or high-profile events simultaneously.
• Provide on-site setup, breakdown, and event support, including independently setting up and taking down rooms for smaller events.
• Develop run-of-show documents, timeline updates, weekly reports, surveys, and detailed after-action reports.
• Adapt event and exhibit planning to virtual platforms when needed and ensure compliance with federal requirements such as Section 508.

Benefits

• Competitive annual salary commensurate with experience.

What This Job Offers

• Job Type: Full-time