Special Events Project Lead

The Strategic Transportation Education and Partnerships Department (STEP) at Argonne National Laboratory is seeking a Special Events Manager to provide event planning and communications support for the DOE Advanced Vehicle Technology Competitions (AVTC) Program and other projects across STEP’s portfolio. This position is primarily responsible for planning, coordinating, and executing special events, including large-scale competitions, conferences, workshops, and related meetings, while also supporting select communications, sponsor engagement, and talent development activities that enhance participant engagement and program delivery.

Key Responsibilities:

• Lead the logistical planning and execution of small to large multi-day events, including collaboration with internal staff and external sponsors to coordinate activities at both sponsor and on-site facilities, from venue research and initial planning stages through final execution and post-event evaluation and follow-up.
• Manage all aspects of event logistics for competitions, conferences, workshops, retreats, dinners, networking and recruiting events and training webinars.
• Coordinate vendors for all aspects of events, including food and beverage, audiovisual, hotels, photography, transportation, video production, security, social media, venue staff, catering, and servers; negotiate and coordinate hotel and catering contracts; and act as the primary lead for event setup, execution and tear down.
• Oversee the purchasing, design and execution of all special event materials including invitations, registration badges, swag, trophies, signage and other promotional items for events.
• Oversee vendors for event production, including photography, videography, trade show displays, communications, etc.
• Develop and monitor event timelines and support event communications and outreach associated with events.
• Support sponsor marketing and sponsor relations activities, including communications, materials, and event experiences that help increase sponsor retention and satisfaction.
• Contribute to talent development, training, and recruiting efforts that help prepare students for internships and full-time positions and support the department’s workforce development priorities.
• Partner with internal teams and external stakeholders to ensure events and related activities align with program goals and participant experience objectives.
  
  

This position description documents the general nature and level of work but is not intended to be a comprehensive list of all activities, duties, and responsibilities required of the job incumbent. Consequently, the job incumbent may be required to perform other duties as assigned.

Position Requirements

• Bachelor’s degree in Public Relations, Communications, Event Planning, Marketing, Hospitality, Education, or a related field preferred.
• Minimum of 4 years of event planning experience.
• Demonstrated understanding of event planning processes, deadlines, lead times, and budget management.
• Experience supporting large-scale events and coordinating logistics for groups of up to 350 people.
• Skill in project management, time management and working as a team member.
• Ability to prioritize and execute tasks amid changing demands and timelines and coordinate several projects simultaneously.
• Strong oral and written communication and interpersonal skills and the ability to secure cooperation from a wide variety of groups.
• Must be results-oriented, have strong time management skills, and possess the ability to work quickly and efficiently in an ever-changing environment.
• The position entails considerable interaction with students, faculty, program sponsors, vendors, and other external partners.
• Will be required to support a minimum of 3–5 events annually, including 3 major annual events ranging from 6–14 days, as well as smaller conference, workshop, and webinar events.
• Events may include early mornings, late evenings, and work outside normal business hours as needed to ensure successful execution.
• Approximately 25% travel will be required.
• The ideal candidate is hospitality-focused, enjoys assisting others, and is comfortable taking ownership of projects while also working collaboratively in a team setting.
• A successful candidate must have the ability to model Argonne’s Core Values: Impact, Safety, Respect, Integrity, and Teamwork.
• Knowledge of Microsoft Office applications, including Excel, Word, and PowerPoint.
  
  

This position can be hired at one of two levels; the selected candidate will be placed at the appropriate level (PA3 or PA4) dependent upon the depth and breadth of relevant knowledge and skills. The minimum requirements for the two levels are as follows

PA3: Bachelors and 4 years of experience, Masters and 2 years, or equivalent

PA4: Bachelors and 6 years of experience, Masters and 4 years, or equivalent

Preferred Qualifications:

• Knowledge of CVENT and CANVA.
  
  

Job Family

Professional Administrative (PA)

Job Profile

Conference & Event Planning 3

Worker Type

Regular

Time Type

Full time

The expected hiring range for this position is $75,750.00 - $118,170.00.

Please note that the pay range information is a general guideline only. The pay offered to a selected candidate will be determined based on factors such as, but not limited to, the scope and responsibilities of the position, the qualifications of the selected candidate, business considerations, internal equity, and external market pay for comparable jobs. Additionally, comprehensive benefits are part of the total rewards package.

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As an equal employment opportunity employer, and in accordance with our core values of impact, safety, respect, integrity and teamwork, Argonne National Laboratory is committed to a safe and welcoming workplace that fosters collaborative scientific discovery and innovation. Argonne encourages everyone to apply for employment. Argonne is committed to nondiscrimination and considers all qualified applicants for employment without regard to any characteristic protected by law.

Argonne employees, and certain guest researchers and contractors, are subject to particular restrictions related to participation in Foreign Government Sponsored or Affiliated Activities, as defined and detailed in United States Department of Energy Order 486.1A. You will be asked to disclose any such participation in the application phase for review by Argonne's Legal Department.

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