Events Coordinator

Events Coordinator:

• 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.

Required Education and Qualifications:

• 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.