Events Coordinator
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Job Location:
Alexandria, VA - USA
Yearly Salary:
$ 55000 - 56500
Posted on:
12 hours ago
Vacancies:
1 Vacancy
Job Summary
Benefits:
- 401(k)
- 401(k) matching
- Competitive salary
- Dental insurance
- Health insurance
- Vision insurance
Position Overview:
The Events Coordinator provides full-spectrum logistical planning and project management support for agency meetings conferences outreach activities and high-profile events. This role requires exceptional organizational skills adaptability and the ability to manage multiple complex projects simultaneously. The position ensures that all events reflect the agencys mission branding and compliance standards while delivering a seamless experience for participants and stakeholders.
This position is contingent upon contract award.
Key Responsibilities:
- Provide logistics support for internal and external meetings events and conferences
- Manage venue requirements signage invitations attendance tracking and other event needs
- Research event context to prepare agency leadership and staff for stakeholder engagement
- Identify and manage inventory for educational resources and outreach materials
- Coordinate exhibit design technology and management with vendors and partners
- Provide expert guidance on exhibit and activation design supplies and experiences tailored to event needs
- Adapt event planning and logistics for virtual platforms as needed
- Ensure compliance with federal requirements (e.g. Section 508 accessibility)
- Ability to lift and maneuver equipment (50 lbs.) for onsite events and exhibits
- Manage multiple large/high-profile events simultaneously
- Respond to quick-turnaround requests (within the hour or same day)
- Recommend and reserve audience-appropriate venues for nationwide outreach
- Suggest engaging formats for outreach activities (e.g. expos networking sessions breakout sessions)
- Coordinate building security needs with venues and agency
- Oversee all logistical elements including venue contracts signage décor shipping and catering
- Independently manage room setup and takedown for smaller events
- Provide pricing and purchasing for signage/décor in collaboration with agency branding team
- Ensure smooth event execution through on-site support including setup breakdown and troubleshooting
- Manage emergency on-the-ground purchases and submit documentation within one business day post-event
- Design build manage and maintain expo-style booths or activation kits including furniture technology branding and custom graphics
- Recommend speakers moderators and facilitators for events
- Manage invitation and RSVP process using platforms such Eventbrite
- Collect and organize contact information headshots and bios for speakers and moderators
- Prepare speakers with agendas background materials and logistics information
- Coordinate dry runs for speakers and moderators prior to events
- Develop and distribute surveys reports and event-related data as requested
- Provide weekly reports and updates including agendas for planning meetings
- Develop Run of Show presentations for events
- Submit monthly status reports summarizing activities accomplishments issues and expenditures
- Ability to obtain Public Trust suitability
Qualifications:
- 3-5 years proven experience in event planning and project management for large-scale events and expos
- Experience with vendor management shipping logistics inventory management contract negotiation and budgeting
- Strong organizational and multitasking skills with ability to manage multiple priorities under tight deadlines
- Expert knowledge of MS Office
- Exemplary planning and time management skills
- Strong written and verbal communication skills
Preferred Skills:
- Experience with high-profile events such as SXSW CES BIO scientific conferences and press briefings
- Knowledge of best practices for expo booth design and activation
- Ability to work independently and anticipate needs with minimal agency staff involvement
Compensation: $55000.00 - $56500.00 per year
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race color religion sex national origin disability status protected veteran status or any other characteristic protected by law.
Our Mission
To envision a disease-free world
We partner with health and science emerging government and commercial organizations to advance their innovations. The complexity of the business of science medicine and technology requires leaders to create a unique voice in a highly regulated industry. We guide leaders using our 20 years of history with modern perspectives and time-tested results.
Our Vision
Our Vision
We are a team of specialized leaders who possess a love for the why.
We are a strategic communications and marketing firm with hubs in Boston NY DC and South Florida. We partner with global leaders deploying decades of experience in client success to solve complex challenges.
Required Experience:
IC
Key Skills
- Marketing
- Catering
- Organizational skills
- Hospitality Experience
- Management Experience
- HubSpot
- Event Planning
- Events Management
- Project Management
- Event Marketing
- Leadership Experience
- negotiation
About Company
LaVoieHealthScience's purpose is to seamlessly connect our clients with their stakeholders by marketing, PR, & IR breakthroughs in life science, biotech, & medtech industries.
