Events Coordinator
Alexandria, VA
Full Time
Mid Level
Summary
The Events Coordinator provides comprehensive logistical, planning, and on-site support for a wide range of meetings, conferences, outreach activities, and large-scale expos. This role supports both internal and external events by managing venues, vendors, exhibits, materials, and compliance requirements to ensure smooth execution and high-quality engagement experiences. The Events Coordinator works closely with leadership, staff, partners, and vendors to deliver efficient, accessible, and audience-appropriate events in both in-person and virtual environments.
Key Responsibilities
The Events Coordinator provides comprehensive logistical, planning, and on-site support for a wide range of meetings, conferences, outreach activities, and large-scale expos. This role supports both internal and external events by managing venues, vendors, exhibits, materials, and compliance requirements to ensure smooth execution and high-quality engagement experiences. The Events Coordinator works closely with leadership, staff, partners, and vendors to deliver efficient, accessible, and audience-appropriate events in both in-person and virtual environments.
Key Responsibilities
- Plan, coordinate, and execute logistics for meetings, conferences, exhibits, and outreach events, including venue selection, signage, invitations, attendance tracking, and on-site support.
- Manage multiple high-profile events simultaneously and respond effectively to quick-turnaround or same-day requests.
- Recommend and coordinate offsite venues and engaging event formats such as expos, networking sessions, breakout sessions, and concurrent sessions.
- Oversee all logistical elements of events, including venue contracts (internet, electrical, rentals), catering, décor, shipping, storage, and room setup and breakdown.
- Coordinate building security requirements with venues and internal stakeholders.
- Support exhibit and expo activities, including booth design recommendations, buildout, inventory tracking, forecasting, shipping, storage, setup, and teardown.
- Manage and maintain educational and outreach materials inventory and coordinate on-the-ground purchasing with appropriate documentation.
- Research event objectives, audiences, and context to ensure leadership and staff are prepared to engage effectively with stakeholders.
- Provide on-site event support to ensure smooth execution, troubleshoot issues, and coordinate with vendors and venue staff as needed.
- Adapt event planning and logistics to virtual and hybrid platforms when required.
- Ensure compliance with federal requirements, including Section 508 accessibility standards and branding guidelines.
- Demonstrated experience coordinating meetings, conferences, events, or large-scale expos.
- Strong organizational and project management skills with the ability to manage competing priorities and work independently.
- Experience working with venues, vendors, shipping companies, and event/expo coordinators.
- Familiarity with federal, government, or highly regulated environments preferred.
- Ability to lift and maneuver equipment weighing 50+ lbs for on-site event and exhibit support.
- Proficiency with Microsoft Office Suite, Adobe Creative Suite, and project management tools.
- Strong communication, customer service, and problem-solving skills.
We will never send communications through any other domain, including @Priwilscareers.com, @gmail.com [email protected]). We will never request payment from you, nor will we send payment to you, prior to your start date. If you have been asked to send or receive any payment, or if you have any doubt about whether you have been contacted by a Priwils employee, please contact us at [email protected]
Apply for this position
Required*