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The Role
The Exhibits Manager coordinates logistics and support for high-profile federal events, managing planning and execution for various in-person and virtual formats, ensuring compliance with guidelines.
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
This position supports the NSF Office of Legislative and Public Affairs (OLPA) under the Event Support Scope of Work. The Program Manager – Events provides planning, logistics, coordination, and on-site execution support for high-profile meetings, conferences, exhibits, and outreach events.
Position Overview
This position supports the NSF Office of Legislative and Public Affairs (OLPA) under the Event Support Scope of Work. The Program Manager – Events 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 support and rapid issue resolution during 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 support and rapid issue resolution during events
• 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
• Travel when required
Skills, Knowledge and Expertise
• 8+ years managing large-scale federal or public-sector events
• 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• 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
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
- 8+ years managing large-scale federal or public-sector events
- Proficiency with Microsoft Office Suite and event management platforms
- Experience coordinating vendors, venues, and logistics
- 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.
