Events Coordinator (5360)

Location Alexandria, VA

Job Code 5360

# of Openings 1

Apply Now (https://phg.tbe.taleo.net/phg01/ats/careers/v2/applyRequisition?org=GATEWAYVENT&cws=55&rid=5360)

OLH Technical Services, a subsidiary of Three Saints Bay, LLC, and a Federal Government Contractor industry leader, is seeking an Events Coordinator to join our Team in Alexandria, VA.

POSITION RESPONSIBILITIES:

• Provide logistics support for a variety of meetings, events and conferences
• Provide direct support to internal and external events to include managing venue requirements, signage, invitations, attendance, and other requirements as needed.
• Research requirements and context for various events, meetings and conferences, to ensure that the NSF
• Director and OLPA Staff are prepared to interact with various audiences and stakeholders.
• Identify and manage inventory for educational information resources and other outreach materials.
• Coordinate exhibit design, technology, and management with designated vendors/partners.
• Provide expert guidance on the most efficient and effective options for building/curating/creating exhibits and activations, supplies and experiences to suit specific event needs.
• Ability to carry/maneuver various pieces of heavy equipment (50 lbs) for onsite events and exhibits (e.g., carrying banners/boxes of materials to rolling crates.)
• Can easily adapt onsite events and exhibits planning and logistics skills to virtual platforms and environments.
• Have access to equipment such as a laptop, Adobe CS, Microsoft Office Suite, and other project management and design programs as needed.
• Familiar with federal requirements
  
  

POSITION RESPONSIBILITIES:

• Ability to manage multiple large/high profile events simultaneously.
• Ability to handle quick-turnaround (i.e. within the hour or same day) requests.
• Recommend and reserve (once approved) audience-appropriate offsite venues for nation-wide outreachopportunities.
• Recommend engaging format options for outreach activities, including but not limited to activities such asexpo events, networking sessions, breakout sessions, or concurrent sessions.
• Coordinate any building security needs with the venue
• Oversee all logistical elements of designated events, including but not limited to working with the venue staff to manage venue contracts (i.e. electric, internet, rentals, etc.), signage/decor, shipping to and from events, and overseeing any catering needs
• Independent room setup and take down for smaller events/projects.
• Provide pricing/purchasing for signage/décor in concert with the branding team.
• Provide set-up, breakdown, and support throughout event to ensure it runs smoothly. This may require expertise in coordinating with venue staff and others regarding special access for items/equipment in storage during shows.
• Responsible for coordinating on-the-ground material, equipment, or product purchases with OLPA contact onsite (submit documentation to COR, OLPA contact and Event Manager within one business day post event).
• Experienced staff able to engage with and manage relationships with event coordinators for various events/exhibits/expos.
• Experienced staff with the demonstrated ability to work from established talking points and provide excellent customer service to visitors to the event space.
• Ability to provide recommendations for design, buildout, and implementation of a physical booth exhibit.
• Access to and permission for emergency on-the-ground purchasing (i.e. additional copies of materials, extra printing, etc.).
• Ability to manage, maintain, and forecast inventory levels and materials.
• Ability to manage day-to-day operations independently with high levels of coordination, professionalism, and customer service.
• Ability to anticipate needs and requirements for various events/expos and work closely with staff to ensure that needs are met.
• Current expertise/knowledge of best practices for large-scale expo events. Example events include SXSW,
• Consumer Electronics Show, scientific conferences, press conferences, symposiums.
• Experience working with various shipping companies and groups to ensure timely delivery and return of events materials either from site to storage or site to site as required.
• Capability to deploy expo kit(s) to events either early-warehouse access or direct-to-site as required, and ability to ship either return to base or directly to other events as necessary.
• Ability to send a team (potentially including staff outside of the designated event coordinator(s)/manager(s)) to event sites to coordinate and assist with setup and breakdown on the show floor. The team should have the necessary experience and knowledge to resolve any issues that may arise with the expo/event coordinators (with input as necessary and within normal business practices of issue resolution). These activities should be able to be performed with limited involvement of staff (unless decisions/payment are required).
• Ability to design, build, manage, maintain, ship, store, set up and tear down an expo-style booth or activation kit. Kits may change based on the event, and may include some, all, or none of the below, potentially requiring customization depending on the event. A potential exhibit kit might include:o Chairso Tableso Custom Cabinetso Flooring/Carpet/Carpet paddingo Walls/Custom printed graphic wallso Monitorso Seatingo Lightingo Handoutso Hanging signso Lockable storage solutionso Item displayso Furniture as appropriateo Projectorso Laptopso VR/AR/XR equipmento Cords/cables/connectorso Other equipment and materials as designatedo Etc.
  
  

VEVRAA Federal Contractor

Three Saints Bay, LLC and its subsidiaries offer a team-oriented working environment and the opportunity to work with exceptional, dedicated industry professionals. We offer our employees a comprehensive benefits package and the opportunity to take part in exciting projects with government and commercial clients, both domestic and international.

We are an Equal Opportunity Employer. We invite resumes from all interested parties without regard to race, color, sex, sexual preference, religion, creed, national origin, age, genetic information, marital or veteran status, disability, or any other category protected by federal, state, or local law.