Event Coordinator

Summary

Since our inception, FedSync has stood for Accountability, Integrity, Teaming, Value, Innovation, and Quality. Values that make us who we are. Our vision is to be an organization that works with innovative, leading minds and forward-thinking personalities of our time, to deliver solutions looking beyond today. Our mission is to deliver the federal government with solutions that are innovative and proven, to transform the organization by providing the best suited tools and people and prepare it for tomorrow's challenges. For us and our clients, our people matter.

The Events Coordinator plans, coordinates, and executes official events, ceremonies, and receptions on behalf of CG-AIR and the Aviation Logistics Center. This role is the primary point of contact for all event logistics and execution, ensuring every occasion - from award presentations to VIP receptions - is polished, on schedule, and reflects the high standards of the organization. No military background is required; if you have experience managing complex events with executives, officials, or VIP guests, we will train you on the rest.

Responsibilities

Event Planning & Coordination

• Plan, organize, and execute official ceremonies, change-of-command events, retirements, awards presentations, and unit receptions
• Coordinate logistics for events involving senior leaders, civilian executives, elected officials, and visiting dignitaries
• Develop event timelines, run-of-show documents, seating arrangements, and guest lists
• Coordinate venue setup, audio/visual requirements, catering, and decorations to meet event standards
• Conduct pre-event walkthroughs and rehearsals to ensure all participants understand their roles and the event sequence

VIP & Guest Coordination

• Serve as the primary point of contact for visiting officials, senior guests, and their staffs
• Coordinate transportation, accommodations, escort assignments, and itineraries for VIP visits
• Prepare welcome packages and acknowledgment correspondence in accordance with organizational guidelines
• Liaise with facilities, security, and support personnel to ensure seamless arrivals and departures

On-Site Event Management

• Serve as the lead on-site coordinator during events, providing real-time guidance to officials and attendees
• Prepare briefing materials, event programs, scripts, and talking points for presiding officials
• Manage ceremonial and presentation elements per applicable organizational standards
• Advise leadership and staff on proper etiquette, forms of address, and attire requirements as needed

Administrative & Records Support

• Maintain a calendar of official events and commitments
• Draft and distribute invitations, save-the-dates, and follow-up correspondence
• Track RSVPs, manage guest lists, and coordinate accessibility or special accommodation requirements
• Prepare after-action reports for major events, documenting lessons learned and recommendations
• Maintain files of event records, vendor contacts, and reference materials

Liaison & Coordination

• Coordinate with Public Affairs, Command Staff, and external stakeholders to align event messaging and branding
• Interface with base facilities, catering services, audiovisual vendors, and security personnel
• Support other staff on ad hoc event-related questions and administrative tasks

Requirements

Required

• U.S. citizenship
• Ability to read, write, speak, and comprehend English
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office applications
• Excellent ability to manage multiple tasks with competing deadlines
• Ability to work with minimal Government oversight
• At least two years of protocol and event-planning experience applying protocol and etiquette to organize events, coordinate ceremonies, and manage receptions involving dignitaries, military and civilian representatives, and high-ranking officials
• Must obtain a Military/DoD Protocol Specialist certification within 12 months of hire; proof of completion is required upon certification

Desirable

• Experience working in a federal, government, or military environment
• Familiarity with formal protocol, etiquette, or ceremonial event standards
• One year of USCG-procedures experience, including proficiency in ALMIS and AMMIS

Federal Integrated Systems Corporation d/b/a FedSync does not discriminate in employment based on race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. FedSync is an Equal Opportunity Employer.

Acceptable background check including criminal history background check and credit Check.