Event Manager/Coordinator

Alexandria, VA
Aug 01, 2022
Aug 31, 2022
Full Time
Job Summary

Aptive is seeking an Event Manager/Coordinator with demonstrated experience in event planning, logistics experience, and marketing skills. This candidate will be responsible for developing and executing internal and external events for the Office of the Under Secretary of Defense Comptroller (OUSD(C)).

The Event Manager will support all aspects of planning and execution of events including agenda development, sourcing venues (in person and virtual), working with the client to oversee audio-visual support, and management throughout each event. This key team player will also assist with engagement activities and program development focused on communicating and sharing information with key stakeholders.

This mid-level full-time position is remote, with occasional visits onsite within the Washington, D.C. area as required. This is a contingent hire position.

Primary Responsibilities

  • Manage event logistics, including selecting and scheduling events, managing speakers and attendee needs and coordinating registration requirements.
  • Oversee venue selection and coordinate with venue representative.
  • Manage and coordinate the event with venue staff.
  • Engage stakeholders and provide relevant information prior to each event.
  • Provide on-site support for participants during events, as necessary.
  • Capture and distribute event findings, including outcomes, decisions, and action items to inform future sessions.
  • Also, responsible for all protocol requirements surrounding hosted events, to include planning, organizing, registration, publicity, administration, flag placement, and preparation of conference materials.
  • Responsible for developing and synchronizing events across the organization.
  • Submits written summaries and outcomes of each event for archive and metrics reports.
  • Advises leaders and other staff on events and protocol issues, ensuring handbooks and standard operating procedures, etc. are current.
  • Responsible for developing an annual engagement strategy including internal and external events.
  • Monitor shared email boxes and SharePoint-based submissions for meeting and speaking requests; logging and tracking incoming requests in accordance with established standard operating procedures and generating reports to assist with management and disposition of requests.
  • Conduct research to gather pertinent information needed to evaluate meeting and speaking requests, to include coordinating with requestors and event points-of-contact to ensure required information.
  • Support the review, assignment (with approval from Government staff), de-confliction and prioritization of meeting and speaking requests.

Minimum Qualifications

  • 5+ years of experience planning and executing events.
  • Bachelor's degree in communications, public relations, marketing, or related fields.
  • Experience supporting large, complex events, with multiple breakout sessions.
  • Experience supporting large federal agencies, ideally the Department of Defense.
  • Active Public Trust security clearance preferred; ability to obtain one required.
  • Understanding virtual event platforms, especially ZoomGov and MS Teams.
  • Authorized to work in the U.S.

Desired Qualifications

  • Ability to quickly absorb complex issues and determine sound solutions.
  • Ability to work in a dynamic, collaborative, results driven environment.
  • Ability to multi-task and work with limited supervision while producing sustainable results under tight deadlines.
  • Self-starter with a drive to accomplish tasks with high attention to detail.
  • Knowledge of the principles and techniques of written, oral, and visual communication to speak and write with clarity and tact at the executive level.
  • Possess excellent critical thinking, leadership, analysis, and data gathering skills.
  • Knowledge of DoD Conference Policy and protocol.
  • Demonstrated ability to coordinate with a project team, vendors, and senior-level stakeholders.

Client Information

The Under Secretary of Defense (Comptroller) (USD(C)) is the Principal Staff Assistant and advisor to the Secretary of Defense for budgetary and financial matters. The Director, Human Capital and Resource Management (HCRM) serves as the principal assistant to the USD(C) for the following responsibilities: provide mission-enabling services to the Office of the Under Secretary of Defense (Comptroller) (OUSD(C)), including resource management, personnel, facilities, and correspondence control; and manage DoD-wide Financial Management (FM) workforce development.

About Aptive

Aptive is a modern federal consulting firm focused on human experience, digital services, and business transformation. We harness creativity, technology, and culture to connect people and systems to impact the world. We're advisors, strategists, and engineers focused on people, above all else.

We believe in generating success collaboratively, leaving client organizations stronger after every engagement and building trust for the next big challenge. Our work inspires people, fuels change and makes an impact. Join our team to be part of positive change in your community and our nation.

EEO Statement

Aptive is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, national origin, religion, creed, sex, sexual orientation, gender identity, marital status, parental status, veteran status, age, disability, or any other protected class.

Veterans, members of the Reserve and National Guard, and transitioning active-duty service members are highly encouraged to apply.

COVID 19 Vaccine Statement

This position supports a federal government contract and is subject to government vaccination mandates or other customer vaccination requirements. All new hires are required to report their vaccination status and proof of vaccination, or an adjudicated accommodation may be required for employment.

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