Events Coordinator

BRILLIENT CORPORATION•Alexandria, VA

About The Position

Provide comprehensive event planning, logistics, coordination, and on-site support for meetings, conferences, exhibits, outreach events, and high-profile engagements involving NSF leadership, including the Agency Director. Support the seamless execution of in-person, hybrid, and virtual events that communicate the agency’s mission and research impact to diverse audiences. Manage end-to-end event logistics, including venue selection and management, exhibit and booth design and deployment, inventory and materials management, vendor oversight, and on-site setup and breakdown. Provide guidance on engaging and efficient event formats while managing multiple large-scale, high-visibility events simultaneously and responding to rapid-turnaround requests. Ensure compliance with federal requirements, including Section 508 accessibility standards and Agency branding guidelines. Design, build, maintain, ship, store, and deploy agency exhibit kits and activation materials for conferences and expos. Coordinate with event organizers, vendors, shipping partners, security teams, and venue services to support day-to-day event operations. Forecast, track, and maintain inventory levels for event materials and exhibits. Independently resolve on-site issues with minimal involvement from agency staff and provide customer-facing support to event attendees. Manage speaker and RSVP services, including recommending speakers and moderators, managing invitations and registration platforms, organizing contact information, collecting speaker materials, and coordinating briefings and dry runs. Ensure speakers and facilitators are prepared and supported to deliver consistent and effective messaging. Provide communication and reporting support, including weekly status reports, surveys, post-event analyses, and regular coordination meetings. Develop event timelines, runs of show, and other planning documentation to ensure successful execution. Provide surge support to address fluctuating event demands and emerging outreach opportunities, including developing interactive applications for large-format touchscreen exhibits. Coordinate travel support in accordance with Federal Travel Regulations and task order requirements. Deliver high-quality, compliant, and engaging events that advance the agency’s communications, outreach, and public engagement objectives.

Requirements

Bachelor’s degree in Event Management, Communications, Marketing, Public Relations, Hospitality, or a related field.
Minimum of 2 years of experience supporting event planning, logistics, and coordination, preferably in a federal, government, or highly regulated environment.
Demonstrated experience managing end-to-end event logistics, including venue coordination, vendor management, inventory and materials management, and on-site event support.
Experience supporting in-person, hybrid, and virtual events, including conferences, exhibits, outreach events, and high-visibility engagements.
Strong organizational and project management skills with the ability to manage multiple large-scale events simultaneously and respond to rapid-turnaround requests.
Familiarity with federal requirements and standards, including Section 508 accessibility compliance and branding guidelines.
Experience coordinating speaker logistics, registration platforms, RSVP management, and speaker preparation activities.
Ability to independently resolve on-site issues and provide professional, customer-facing support to event attendees.
Proficiency in Microsoft Office Suite and event management or registration tools.
Strong written and verbal communication skills, with experience preparing reports, timelines, runs of show, and post-event analyses.
Willingness and ability to travel in accordance with Federal Travel Regulations.

Responsibilities

Provide comprehensive event planning, logistics, coordination, and on-site support for meetings, conferences, exhibits, outreach events, and high-profile engagements involving NSF leadership, including the Agency Director.
Support the seamless execution of in-person, hybrid, and virtual events that communicate the agency’s mission and research impact to diverse audiences.
Manage end-to-end event logistics, including venue selection and management, exhibit and booth design and deployment, inventory and materials management, vendor oversight, and on-site setup and breakdown.
Provide guidance on engaging and efficient event formats while managing multiple large-scale, high-visibility events simultaneously and responding to rapid-turnaround requests.
Ensure compliance with federal requirements, including Section 508 accessibility standards and Agency branding guidelines.
Design, build, maintain, ship, store, and deploy agency exhibit kits and activation materials for conferences and expos.
Coordinate with event organizers, vendors, shipping partners, security teams, and venue services to support day-to-day event operations.
Forecast, track, and maintain inventory levels for event materials and exhibits.
Independently resolve on-site issues with minimal involvement from agency staff and provide customer-facing support to event attendees.
Manage speaker and RSVP services, including recommending speakers and moderators, managing invitations and registration platforms, organizing contact information, collecting speaker materials, and coordinating briefings and dry runs.
Ensure speakers and facilitators are prepared and supported to deliver consistent and effective messaging.
Provide communication and reporting support, including weekly status reports, surveys, post-event analyses, and regular coordination meetings.
Develop event timelines, runs of show, and other planning documentation to ensure successful execution.
Provide surge support to address fluctuating event demands and emerging outreach opportunities, including developing interactive applications for large-format touchscreen exhibits.
Coordinate travel support in accordance with Federal Travel Regulations and task order requirements.
Deliver high-quality, compliant, and engaging events that advance the agency’s communications, outreach, and public engagement objectives.