Saalex Solutions - A Saalex Company · 2 days ago
Event Coordinator
Newport, Rhode Island, United States
Full-time
Onsite
New Grad, Entry Level
$65K/yr - $70K/yrNetsimco, a Saalex Company, is seeking an Event Coordinator in Newport, RI. The role involves planning and executing logistics for various events at the Naval War College, ensuring all requirements are met for distinguished guests and major ceremonies.
Industrial EngineeringInformation Technology
Responsibilities
Serves as the event lead for conferences/events/ceremonies as assigned by the director, and provides logistical support to the conference organizer
Prepares invitational travel orders for NWC-hosted speakers and panelists
Creates and produces physical conference materials
Determines with the conference organizer and director the logistic requirements and coordinates with NWC departments, outside commands, hotels, and vendors to ensure all conference arrangements/requirements are met
Coordinates NWC ceremonies including graduation ceremonies, annual convocation and award ceremonies, and change of command ceremonies
Assists with the Chief of Naval Operations’ biennial International Seapower Symposium, providing expertise in hotel operations and visitor support
Provides support for the NWC Evening Lecture Series (ELS)
Assists the Protocol Officer of the President, NWC at events held at the President’s House (Quarters AA)
Supports the director in preparing and monitoring budgets for events and visits
Assist the department Mission Resource Manger (MRM)
Maintains a unit travel card, ensuring all required records and documentation are created and maintained in accordance with government credit card policy
Supports the Event Planning Specialist in reviewing requests for use of NWC facilities and coordinating with the Government for approval of the requests
Develops detailed transportation requirement documents for submission to NWC Transportation Division
Oversees and troubleshoots all transportation movements during execution of events
Other Duties as Assigned
Qualification
Required
Serves as the event lead for conferences/events/ceremonies as assigned by the director, and provides logistical support to the conference organizer
Advises conference organizer of DoD and DoN policies and guidance that governs DoD-hosted or sponsored conferences/events
Prepares invitational travel orders for NWC-hosted speakers and panelists
Advises cross-organization personnel on DoD and NWC travel-specific requirements for the Defense Travel System (DTS)
Creates and produces physical conference materials
Determines with the conference organizer and director the logistic requirements and coordinates with NWC departments, outside commands, hotels, and vendors to ensure all conference arrangements/requirements are met
Identifies and solves any planning or execution problems that would prevent successful conduct of an event
Coordinates NWC ceremonies including graduation ceremonies, annual convocation and award ceremonies, and change of command ceremonies
Ensures all program requirements are arranged in accordance with proper Navy and academic procedures and protocol
Arranges for the site location, color guard, the band, chaplain, and support for identified guest speakers
Prepares ceremonial programs, scripts and notices
Briefs NWC participating departments on schedule requirements and coordinates activities between departments
Assists with the Chief of Naval Operations' biennial International Seapower Symposium, providing expertise in hotel operations and visitor support
Provides support for the NWC Evening Lecture Series (ELS)
Prepares invitations, coordinates RSVPs and travel and lodging arrangements for guest speakers
Facilitates speaker fees in accordance with program objectives
Ensures NWC facilities are prepared to accommodate guests and attendees
Assists the Protocol Officer of the President, NWC at events held at the President's House (Quarters AA)
Supports the director in preparing and monitoring budgets for events and visits
Provides cost projections for budget planning to conference hosts
Upon approval, distributes funds as needed
Maintains a dialogue with the comptroller, Naval War College Foundation (NWCF) liaison, and conference hosts to keep conference expenses within budget
Assist the department Mission Resource Manager (MRM)
Furnish Government requirements for material and service contracts, based on Government needs for events
Provide recommendations on procurement documentation for Government review and approval
Communicate any performance related concerns or contractual questions with the Contracting Officer's Representative (COR)
Maintains a unit travel card, ensuring all required records and documentation are created and maintained in accordance with government credit card policy
Supports the Event Planning Specialist in reviewing requests for use of NWC facilities and coordinating with the Government for approval of the requests
At the request of the Event Planning Specialist, coordinates and documents input and recommendations from NWC support departments
Liaises with outside organizations and provides recommendations to the Government for review
Develops detailed transportation requirement documents for submission to NWC Transportation Division
Oversees and troubleshoots all transportation movements during execution of events
Company
Saalex Solutions - A Saalex Company
Saalex Solutions, a division of Saalex Corp., is an Engineering and Information Technology Services company with a focus on Test Range Operations and Management, Engineering and Logistics Services, Data Analytics and Business Intelligence Services and Information Technology Services.
Founded in 1999
501-1000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase