Title - Event Coordinator
Client: National Science Foundation (NSF)
Location: Alexandria, VA
Employment Type: Full-Time
Position Overview
The Event Coordinator will support the Office of Legislative and Public Affairs (OLPA) at the National Science Foundation by planning, coordinating, and executing internal and external events, conferences, and trade show exhibitions. The role requires strong event logistics management, stakeholder coordination, and project management skills to ensure successful event execution and compliance with federal requirements.
The coordinator will manage all logistical aspects of events including venue coordination, exhibit design, shipping and inventory management, speaker coordination, and on-site event support.
Key Responsibilities
Event Planning & Coordination
- Plan and coordinate logistics for meetings, conferences, trade shows, and outreach events.
- Manage venue logistics including contracts, signage, catering, internet, electrical needs, and equipment rentals.
- Coordinate invitations, attendee tracking, and RSVP management.
- Organize event materials including educational resources, outreach materials, and exhibit assets.
- Provide on-site event setup, breakdown, and logistical support.
Exhibits & Trade Show Management
- Design, coordinate, and manage expo booths and exhibit activations.
- Oversee exhibit design, technology setup, and vendor coordination.
- Manage inventory of event materials and exhibit kits.
- Coordinate shipment of materials to and from event locations.
- Work with trade show organizers and vendors to ensure successful exhibit implementation.
Logistics & Operations
- Coordinate shipping logistics including advanced warehouse delivery, direct-to-site shipping, and return logistics.
- Manage event equipment including signage, displays, monitors, projectors, and booth materials.
- Ensure all events comply with federal accessibility requirements including Section 508.
- Coordinate security requirements with venues and event locations.
- Provide recommendations for event formats such as networking sessions, panel discussions, expos, or breakout sessions.
Speaker & RSVP Management
- Manage speaker invitations and event registration platforms (e.g., Eventbrite).
- Collect speaker biographies, headshots, and session information.
- Coordinate speaker preparation including agendas, logistics, and rehearsal sessions.
Reporting & Communication
- Develop and distribute event surveys and performance reports.
- Maintain event documentation and after-action reports.
- Provide weekly status updates and participate in planning meetings.
Required Qualifications
Education
Bachelor’s degree from an accredited four-year college or university, or equivalent experience.
Experience
- Minimum 5 years of experience coordinating large-scale events, conferences, or trade shows.
- Experience managing expo-style exhibits and outreach events.
- Experience coordinating event logistics, vendors, and shipping operations.
Required Skills
- Expert proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Expert proficiency with Adobe Creative Cloud
- Strong event planning and project management skills
- Experience managing trade shows, conferences, and large-scale events
- Experience coordinating shipping, inventory, and exhibit logistics
- Excellent stakeholder communication and customer service skills
- Ability to manage multiple events simultaneously in fast-paced environments
- Familiarity with federal accessibility requirements (Section 508)
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