Event Coordinator

Chantilly, VA - USA

Monthly Salary: Not Disclosed

Posted on: Yesterday

Vacancies: 1 Vacancy

Job Summary

Job Title: Event Coordinator

Project Summary

The Event Coordinator supports the National Science Foundation (NSF) by planning and executing complex in-person hybrid and virtual meetings in support of scientific policy and stakeholder engagement activities. This role ensures that NSF-hosted events are delivered seamlessly professionally and in full compliance with federal travel accessibility and event regulations.

The position supports a federal government contract and works closely with program staff leadership offices speakers and external vendors to deliver high-quality event experiences.

Role Summary

The Event Coordinator provides end-to-end logistical technical and administrative support for meetings and events including scheduling travel coordination audiovisual setup and real-time troubleshooting. The role requires strong organizational skills technical proficiency with event platforms and detailed knowledge of federal travel and event compliance requirements.

Primary Responsibilities

Coordinate logistics for in-person hybrid and virtual meetings including scheduling venue arrangements room setup and technology support.
Ensure all event planning and execution activities comply with Joint Travel Regulations (JTR) and applicable NSF and federal requirements.
Assist speakers and participants with travel arrangements honoraria processing and related administrative tasks.
Manage audiovisual (A/V) equipment and services ensuring reliable functionality during events.
Coordinate with internal teams and external vendors to support event planning and execution.
Prepare distribute and manage agendas event materials and participant communications.
Provide on-site or live virtual support during events troubleshooting technical or logistical issues as they arise.
Track event logistics timelines and deliverables to ensure successful completion.

Required Qualifications

Demonstrated experience coordinating complex meetings and events including in-person hybrid and virtual formats.
Knowledge of Joint Travel Regulations (JTR) and federal travel and event compliance requirements.
Experience supporting speakers with travel coordination and honoraria processing.
Strong technical skills supporting audiovisual equipment and virtual meeting platforms.
Excellent organizational communication and time-management skills.
Ability to manage multiple priorities and perform effectively under tight timelines.

Preferred Qualifications

Familiarity with NSF programs or federal event planning standards.
Experience with virtual platforms such as Zoom Microsoft Teams or similar tools.
Knowledge of accessibility requirements for meetings events and materials.

Work Location and Schedule

Place of Performance: Primarily on-site at NSF Headquarters in Alexandria VA.
Work Schedule: Monday through Friday 8:30 a.m. 5:00 p.m.
Limited telework may be permitted with approval from the Contracting Officers Representative (COR).

Security Requirement

Ability to obtain and maintain a Public Trust clearance.

Job Title: Event Coordinator Project Summary The Event Coordinator supports the National Science Foundation (NSF) by planning and executing complex in-person hybrid and virtual meetings in support of scientific policy and stakeholder engagement activities. This role ensures that NSF-hosted events ar...