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The Role
The role requires planning and coordinating logistics for various events, managing vendors and venues, and providing on-site support to ensure successful event execution.
Summary Generated by Built In
CONTINGENT HIRE NOTICE: This position is a contingent hire. Employment is contingent upon EDJ Associates, Inc. receiving a contract/task order award from the National Science Foundation (NSF). This is a hybrid position requiring significant on-site support at NSF Headquarters and event locations.
Position Overview
Position Overview
This position supports the NSF Office of Legislative and Public Affairs (OLPA) under the Event Support Scope of Work. The Events Coordinator provides planning, logistics, coordination, and on-site execution support for high-profile meetings, conferences, exhibits, and outreach events.
Key Responsibilities
• Plan and coordinate logistics for in-person, hybrid, and virtual events
• Manage venues, vendors, shipping, setup, breakdown, and on-site operations
• Support exhibit design, booth deployment, and inventory management
• Coordinate speakers, moderators, RSVPs, and event platforms
• Develop run-of-show documents, timelines, and status reports
• Ensure compliance with NSF branding and Section 508 requirements
• Support travel coordination in accordance with Federal Travel Regulations
• Provide on-site event support and ensure rapid issue identification and resolution during live events.
• Manage and coordinate multiple large-scale and high-profile events concurrently, ensuring timelines, quality standards, and stakeholder expectations are met.
• Respond to and fulfill quick-turnaround requests, including same-day or within-the-hour tasking, in support of event operations and leadership needs.
• Recommend audience-appropriate offsite venues for nationwide outreach opportunities and reserve venues upon approval.
• Recommend and implement engaging outreach formats, including but not limited to expo events, networking sessions, breakout sessions, and concurrent sessions.
• Coordinate all building security requirements with the venue and NSF to ensure compliance with access, safety, and security protocols.
• Oversee all logistical elements of assigned events, including coordination with venue staff to manage venue-related contracts (e.g., electrical, internet, rentals), signage and décor, shipping and receiving, and catering services.
• Perform independent room setup and breakdown for smaller events and projects as required.
• Provide pricing estimates and coordinate purchasing for signage and décor in collaboration with the NSF branding team.
• Execute event setup, breakdown, and on-site support to ensure smooth event operations, including coordination with venue staff regarding special access, storage, and equipment handling during events.
• Coordinate on-the-ground material, equipment, and product purchases with the designated OLPA onsite contact and submit all required documentation to the COR, OLPA contact, and Event Manager within one (1) business day following the event.
• Manage venues, vendors, shipping, setup, breakdown, and on-site operations
• Support exhibit design, booth deployment, and inventory management
• Coordinate speakers, moderators, RSVPs, and event platforms
• Develop run-of-show documents, timelines, and status reports
• Ensure compliance with NSF branding and Section 508 requirements
• Support travel coordination in accordance with Federal Travel Regulations
• Provide on-site event support and ensure rapid issue identification and resolution during live events.
• Manage and coordinate multiple large-scale and high-profile events concurrently, ensuring timelines, quality standards, and stakeholder expectations are met.
• Respond to and fulfill quick-turnaround requests, including same-day or within-the-hour tasking, in support of event operations and leadership needs.
• Recommend audience-appropriate offsite venues for nationwide outreach opportunities and reserve venues upon approval.
• Recommend and implement engaging outreach formats, including but not limited to expo events, networking sessions, breakout sessions, and concurrent sessions.
• Coordinate all building security requirements with the venue and NSF to ensure compliance with access, safety, and security protocols.
• Oversee all logistical elements of assigned events, including coordination with venue staff to manage venue-related contracts (e.g., electrical, internet, rentals), signage and décor, shipping and receiving, and catering services.
• Perform independent room setup and breakdown for smaller events and projects as required.
• Provide pricing estimates and coordinate purchasing for signage and décor in collaboration with the NSF branding team.
• Execute event setup, breakdown, and on-site support to ensure smooth event operations, including coordination with venue staff regarding special access, storage, and equipment handling during events.
• Coordinate on-the-ground material, equipment, and product purchases with the designated OLPA onsite contact and submit all required documentation to the COR, OLPA contact, and Event Manager within one (1) business day following the event.
Skills, Knowledge and Expertise
4+ years coordinating events, conferences, or exhibits
• Proficiency with Microsoft Office Suite and event management platforms (e.g., Eventbrite)
• Experience coordinating vendors, venues, and logistics
• Ability to manage multiple high-visibility events simultaneously
• Strong communication, organization, and problem-solving skills
• Ability to lift and maneuver event equipment as required
Education and Experience
Bachelor’s degree or equivalent professional experience required. Experience supporting federal agencies or large public-sector events preferred.
• Proficiency with Microsoft Office Suite and event management platforms (e.g., Eventbrite)
• Experience coordinating vendors, venues, and logistics
• Ability to manage multiple high-visibility events simultaneously
• Strong communication, organization, and problem-solving skills
• Ability to lift and maneuver event equipment as required
Education and Experience
Bachelor’s degree or equivalent professional experience required. Experience supporting federal agencies or large public-sector events preferred.
About
We are a woman-owned small business providing management consulting and technical services based in Herndon, Virginia. Founded in 1999, we’ve established a solid track record of success in the planning, design, and implementation of a wide range of projects in the areas of administrative and peer review support, event planning, logistics management, and information management. Our clients include Federal agencies, state and local units of government, private companies, and nonprofit organizations.
Skills Required
- 4+ years coordinating events, conferences, or exhibits
- Proficiency with Microsoft Office Suite and event management platforms
- Experience coordinating vendors, venues, and logistics
- Education: Bachelor's degree or equivalent professional experience
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The Company
What We Do
EDJ Associates, Inc. is a woman-owned small business providing professional and technical services, including consulting, digital, design, and communications support, to federal, private, and nonprofit clients. They specialize in areas such as clinical trial support, data management, and event planning.
