Blackrock Strategy ยท 3 weeks ago
International Events & Program Coord Spec
Washington, DC, US
Full-time
Hybrid
Senior Level
$30/hr - $44/hr
5+ years expBlackrock Strategy LLC is a Veteran-Owned Small Business dedicated to delivering innovative solutions to government and commercial clients. They are seeking an International Events & Program Coordination Specialist to support Mission Japan's America 250 programming at the US Embassy in Tokyo, Japan, focusing on event planning, logistics coordination, and stakeholder engagement.
Business IntelligenceConsultingRisk Management
No H1B
U.S. Citizen Only
Responsibilities
Maintain the America 250 master event calendar, milestone tracker, and planning tools
Track deadlines, dependencies, approvals, and deliverables across program components
Prepare agendas, meeting summaries, and action items for internal and external coordination meetings
Monitor progress across Embassy sections, Consulates, USFJ, Japanese government representatives, private-sector partners, and volunteers
Monthly deliverables include:
Updated America 250 calendar
Updated action tracker and stakeholder matrix
Monthly program summary report
Develop event management plans, timelines, run-of-show drafts, staffing plans, and tasking lists
Conduct site visits with Embassy staff and prepare readiness notes, logistics recommendations, staffing assessments, and equipment requirements
Support guest list coordination, invitations, seating charts, and stakeholder list management
Facilitate liaison support between protocol, logistics, public affairs, and security teams
Event-planning deliverables include:
Event planning plans
Finalized run-of-show
Vendor/task tracking lists
Readiness checklists
Maintain updated contact lists for partners, donors, cultural organizations, and key event organizers
Track follow-up actions and communications with U.S. and Japanese stakeholders
Assist Embassy officers with briefing materials, bios, talking points, and event-related documentation
Deliverables may include:
Updated stakeholder matrix
Briefing packets and talking points
Prepared bios and stakeholder summaries
Assist with event setup, vendor coordination, registration, guest flow, and schedule adherence
Provide real-time logistical updates and support to Embassy leadership during events
Support VIP movements, manage signage, and troubleshoot operational issues
On-site deliverables include:
Updated run-of-show adjustments
Day-of operations notes
Real-time issue logs or recommendations
Produce weekly status reports outlining accomplishments, upcoming deadlines, risks, and priorities
Maintain and update master calendars, trackers, and planning documents
Prepare event-specific documents including site visit notes, readiness summaries, and planning checklists
Submit after-action reports within five business days following major events
Prepare the annual consolidated program summary capturing key accomplishments and event data
Reporting deliverables include:
Weekly written status reports
Site visit notes and readiness documentation
After-action reports
Annual program summary
Qualification
Required
U.S. citizenship
Minimum five (5) years of professional experience working directly for, with, or in close partnership with the U.S. Department of State or another U.S. government agency. Experience may include service as a direct-hire, contractor, implementing partner, grantee, detailee, foreign mission partner, or embedded consultant supporting U.S. Government programs, operations, or official events
At least one (1) year of experience managing, coordinating, or supporting large-scale international events, multi-day public festivals, global expos, international cultural programs, or other major multi-stakeholder public events
Demonstrated ability to coordinate across multiple stakeholder groups, including U.S. government agencies, foreign governments, private-sector partners, local authorities, and military organizations
Experience developing event planning materials such as run-of-show documents, event timelines, readiness checklists, and operational planning documents
Proven ability to operate independently in a high-visibility, deadline-driven, cross-cultural environment
Native level written and oral communication skills in English, including the ability to prepare concise reports, memos, planning documents, and briefings
Preferred
Prior experience supporting U.S. Embassy or Consulate operations, interagency coordination, or foreign mission public diplomacy programming
Previous involvement in major events in Japan or other complex international settings
Familiarity with Japanese organizations, event culture, or logistical norms (preferred but not required)
Company
Blackrock Strategy
Blackrock Strategy is a consulting firm that provides business intelligence, risk mitigation, market research, and documentation services.
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase