Events Coordinator

Kymber Consulting Group•Alexandria, VA

3d•Onsite

About The Position

We are seeking a highly motivated and detail-oriented Event Coordinator to support the National Science Foundation’s Office of Legislative and Public Affairs (OLPA). The Event Coordinator will assist in the planning, coordination, and execution of high-profile events, conferences, exhibits, and outreach activities that support NSF’s stakeholder engagement and public affairs initiatives. This role requires strong organizational, logistical coordination, and communication skills to support the successful execution of multiple events and outreach activities. The Event Coordinator will assist with event logistics, coordinate with vendors and venues, manage event materials and registration processes, and provide on-site support to ensure all logistical, technical, and operational requirements are executed smoothly.

Requirements

Minimum education: Bachelor’s degree or higher in Event Management, Communications, Public Relations, Marketing, Business Administration, or a related field. In lieu of a degree, a minimum of three (3) years of relevant experience supporting event coordination, outreach activities, or program support may be considered.
Minimum experience: Five (5) years of professional experience supporting conferences, trade shows, exhibits, or large-scale events, preferably supporting federal agencies, scientific organizations, or public-facing programs.
Demonstrated ability to coordinate and support multiple events simultaneously, including venue coordination, logistics planning, vendor coordination, and exhibit support.
Strong written and verbal communication skills, including the ability to prepare event checklists, logistics documentation, event reports, and meeting summaries.
Experience supporting event logistics and shipping coordination, including direct-to-site shipping, warehouse coordination, equipment management, and tracking of event materials and outreach inventory.
Proficiency with Microsoft Office 365 applications, including Excel, Word, PowerPoint, Teams, and SharePoint for planning, reporting, and coordination activities.
Experience using event coordination tools and project tracking systems to support planning timelines, logistics tracking, and deliverable management.
Experience coordinating with trade exposition companies, vendors, and venue staff to support exhibit setup, event logistics, and booth operations.
Ability to collaborate with multidisciplinary teams, including communications staff, outreach teams, vendors, and government stakeholders.

Nice To Haves

Experience with Adobe Creative Cloud applications, event registration platforms, and knowledge of federal accessibility requirements such as Section 508 compliance and federal communication standards.

Responsibilities

Support OLPA outreach initiatives by assisting with event planning, coordination, logistics management, and documentation activities for conferences, meetings, exhibits, and stakeholder engagement events.
Assist in developing and maintaining event schedules, logistics plans, event checklists, and run-of-show materials to support the planning and execution of internal and external events.
Coordinate venue requirements, event technology, signage, invitations, registration systems, and event materials to ensure alignment with event objectives and stakeholder expectations.
Track event logistics, inventory requirements, shipping activities, and vendor coordination to ensure timely delivery of materials and successful event execution.
Support implementation of event plans for conferences, trade shows, expos, and outreach initiatives, including assisting with event setup, on-site coordination, and breakdown activities.
Assist with maintaining event planning documentation, operational procedures, exhibit management processes, and outreach resource inventories.
Support coordination of speakers, moderators, attendees, and external partners, including managing RSVP lists, registration systems, and event communications.
Collaborate with communications staff, outreach teams, digital media staff, vendors, and external stakeholders to support successful event delivery.
Provide on-site event support to ensure smooth event operations, including coordinating logistics with venue staff and vendors.
Ensure event materials and activities comply with applicable Federal communication requirements, including Section 508 accessibility standards, NSF branding requirements, and federal event management guidelines.
These duties directly support OLPA’s mission to engage stakeholders, communicate NSF priorities, and deliver high-quality outreach events and public engagement activities.