Event Coordinator

Alexandria, VA
Sep 11, 2023
Sep 23, 2023
Full Time
Job Summary

Aptive is seeking an event coordinator who has experience in planning and coordinating events and webinars (in-person and virtual) ranging in size (up to 500 attendees) for a federal client in the healthcare sector. Coordinator duties include but are not limited to vendor management, speaker management, registration and attendee support, and providing general logistical support. Responsibilities also include coordinating event exhibits, related security and trade show layout, developing marketing materials, registration, program guides, name badges and other required materials as directed. Experience in challenge initiatives and focus groups a plus.

This is a remote position and requires travel to event locations to assist with registration, logistics and overall event management. This is a contingent hire position.

Primary Responsibilities

  • Assist with event planning and logistics, including developing event project schedule
  • Work with the government to develop conference theme, branding, and objectives.
  • Engage stakeholders and provide relevant information prior to the conference, including pre/post meeting mailings, and itinerary management.
  • Support event web page and mobile app.
  • Provide on-site support for attendees and presenters during event, as necessary.
  • Manage all protocol requirements surrounding conference, to include meetings/telephone correspondence with sponsors/clients, progress updates, printing oversight of promotional campaign materials, post-event follow-up, event set-up, and on-site event management.
  • Must be familiar with multi-logistics events including vendor management, project planning, budget management, and staff coordination.
  • Be a proactive and forward thinker and demonstrate these skills and experience along with other administrative duties such as scheduling meetings and coordinating deliverable feedback.
  • Must have excellent communication skills, is a strong multitasker (managing multiple events in various stages as once) and is comfortable with Microsoft office tools and collaboration tools, which currently include Zoom, Box, and Slack.

Minimum Qualifications

  • 2+ years of experience planning and executing events.
  • Bachelor's degree in communications, public relations, marketing, hospitality, or related fields.
  • Experience supporting large, complex events.
  • Excellent organizational skills with a high-level attention to detail and ability to carry out multiple tasks under tight deadlines.
  • Ability to obtain and maintain a public trust clearance.
  • Legal authorization to work in the U.S.

Desired Qualifications

  • Ability to get up to speed quickly on complex issues.
  • Desire to work in a fast-paced, rapidly evolving environment.
  • Detail-oriented, analytical multitasker; capable self-starter with a drive to get all types of work done.
  • Experience planning events in the healthcare field preferred.
  • Excellent ability to communicate across most mediums and settings.
  • Experience with conceptual design, branding and marketing for events.
  • Strong time management, creativity and problem-solving skills.
  • The onsite event support must have excellent verbal and written communication skills including experience with Microsoft office tools.

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.

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