Events Coordinator
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, vendor and venue coordination, shipping, and inventory to ensure events run smoothly and professionally. The coordinator works with the Events Project Manager, internal stakeholders, venue partners, and vendors on RSVP and speaker management, on-site setup and breakdown, and exhibit activations in both in-person and virtual environments. The position is an on-site role at NSF in Alexandria, Virginia. It requires travel as needed and occasional early mornings, evenings, or weekends to support events. Candidates should be prepared to share work samples, such as photos of expo-style booths they have managed, an inventory system, and an event checklist.
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 the Adobe Creative Cloud suite and Microsoft Office suite.
- Expert-level experience with asset management systems.
- Ability to gather requirements from stakeholders, take creative direction, and work collaboratively within a team and independently.
- Ability to carry and maneuver 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 expo-style booths managed, 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 for interactions with audiences and stakeholders.
- Recommend and, once approved, reserve audience-appropriate offsite venues for nationwide outreach, and coordinate building security needs with venues and NSF.
- Oversee designated 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 inventory of outreach materials and exhibit equipment.
- 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.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
