Event Coordinator

Job Summary

Aptive is seeking an Event Coordinator with at least 5 years of demonstrated experience in event planning, logistics experience, and marketing skills. This candidate will be responsible for supporting the planning, logistical, and administrative functions for the annual Scholarship for Service (SFS) Job Fair organized by National Science Foundation in coordination with the Department of Homeland Security and Office of Personnel Management, which work together to fulfill the mission of the CyberCorps®: SFS program.

The Event Coordinator will support all aspects of planning and execution of events including sourcing venues, working with a production team to oversee audio-visual support, and attendee 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 full-time position is primarily located in Alexandria, VA with the potential to work remotely.

Primary Responsibilities

• Establish strong relationships with clients to build trust, understand their needs and consistently exceed expectations for all meetings & events.
• Provide detailed planning and support for meetings and events, including maintaining a detailed status report for each project, working within approved budgets, securing venues after negotiating contracts, menu selection for both on-site and off-site functions, overseeing the invitation process, generating hotel rooming list and and meeting/event follow-up including tracking of expenses and archiving all related information post-program.
• Use existing vendors or receive recommendations from dependable sources.
• 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.
• Maintains and submits archives and monthly metrics reports.
• Advises leaders and other staff on events and protocol issues are current
• Implements departmental processes, while being proactive and effective in this area, and seen as subject matter-expert in their area of focus
• Owns and drives improvement upon area of focus processes

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 working with event registration platforms, such as CVENT and Eventbrite
• Legal authorization to work in the U.S.

Desired Qualifications

• Previous event management agency experience.
• 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.

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.