Events Coordinator

Events Coordinator General Information Job Code: PRO-MP-02 Location: On-site (Rockville, MD) Employee Type: Non-Exempt, Part-Time On-Call, Temp Telework: Hybrid Salary: $28.27 - $32.52 per hour Clearance: None Position Overview Are you passionate about being the backbone of a team that keeps operations running smoothly? As an Events Coordinator for our clients, you will play a pivotal role in shaping our success. Supporting Federal Agencies, this role will help coordinate and facilitate multiple high-profile meetings and events simultaneously by providing engagement recommendations and overseeing all logistical elements in a fast-paced federal environment. Your support of exhibits/expos, speaker engagement, and event project tracking will ensure seamless execution of in-person, hybrid, and virtual events that effectively communicate the mission and research impact to diverse audiences. Primary Responsibilities While not an exhaustive list, the key duties for this position include: Provide logistics support for a variety of meetings, events, and conferences, ensuring timelines, and checklists are maintained. Provide direct event support, including managing venue requirements, signage, invitations, attendance tracking, and other requirements as needed. Adapt onsite planning and logistics skills to virtual platforms and environments; support speakers and attendees across formats. Coordinate cross-functional partners (facilities, AV, security, IT) and maintain clear, timely communication. Create and maintain project documentation, including run-of-show, production schedules, staffing plans, rooming lists, and contact sheets. Support registration operations: build forms, manage RSVP lists, monitor capacity, track special needs, and manage confirmations. Manage speaker and VIP logistics: schedule prep calls, collect bios/headshots, gather session titles/abstracts, and confirm AV needs. Ability to travel as needed, including occasional evening or weekend coverage for events.

Created: 2026-03-04