Potomac Haven & Tygrove Technologies (JV) · 13 hours ago
Events Manager / Coordinator
Alexandria,VA,US
Full-time
Hybrid
Senior Level, Lead/Staff
8+ years expPotomac Haven is an award-winning, woman-owned management consulting and professional services firm. They are seeking a highly organized and dynamic Events Coordinator to elevate meetings, conferences, expos, and other events for a federal customer, providing comprehensive support to agency leadership and ensuring effective engagement with varied audiences.
Digital MarketingInformation TechnologyIT ManagementManagement ConsultingMarketing
Responsibilities
Provide comprehensive run of show planning for internal and external meetings, events, conferences, and exhibits, venue selection and coordination, speaker coordination and invitations, trade show and exhibits design, meeting collateral, onsite support, compliance, and reporting
Review and research event objectives, audiences, and stakeholder context to ensure federal staff are fully prepared for effective engagement and outreach
Work closely with communications team to manage, track, and forecast inventory of educational resources, outreach materials, exhibits, and equipment, coordinating with vendors and partners
Ensure all event materials, exhibits, and interactive experiences comply with federal requirements (e.g., Section 508)
Adapt planning and execution for in-person events to hybrid and virtual formats
Collaborate with public affairs, congressional, and facility security teams as needed for speakers, guests, media, and special intergovernmental guests
Travel on occasion to support events, primarily within the United States, such as SXSW, Consumer Electronics Show (CES)
Assist in end-to-end planning and project management for multiple high-profile, large-scale events concurrently, including rapid-response and emergent requests
Oversee all logistical elements for designated events, including but not limited to contracting venues, catering, and other services (i.e. electric, internet, rentals, etc.) and managing suppliers
Design engaging outreach formats (e.g., expos, networking sessions, breakout or concurrent sessions) and provide pricing and procurement coordination for signage and décor in alignment with agency branding
Coordinate trade-show booth design and buildout, inventory management, staffing (e.g., setup, display, breakdown), and shipping to and from events, and handle any emergent onsite needs
Collaborate with Events Project Manager to recommend speakers and moderators for events, where possible, and assist in their preparation (e.g., collect and manage RSVPs, bios, headshots, and other required materials; furnish logistical information)
Review and coalesce presentations, conduct dry runs and tech checks to prepare presenters
Develop and distribute surveys, produce reports on activities (e.g., attendance, projected vs actual cost, feedback, etc.)
Qualification
Required
Bachelor's degree in hospitality management, hospitality and tourism management, business administration, marketing, communications or a related field; OR 10+ years of experience in lieu of degree
Minimum 8+ years of progressive experience planning and executing events of 100 attendees or more
Minimum 5+ years of experience managing expositions and trade-show activities such as SXSW, CES, etc
Exceptional project management, communication (spoken and written), and customer service skills
Tech-savvy and proficient in various types of event software as well as standard office software
Ability to work collaboratively with a team as well as independently on assigned projects
Ability to lift 50+ lbs. for event setup and breakdown
Ability to travel domestically for event support
Must be able to provide references
Preferred
Preference given to candidates with Certified Meeting Planner (CMP) certification
Benefits
Comprehensive health (i.e., medical, dental, vision) insurance via Anthem; Potomac Haven subsidizes 70% of employee healthcare premiums
Simple IRA and corporate match
Educational, training, and certification assistance
Complimentary short- and long-term disability insurance
Three weeks paid time off; all federal holidays
Company
Potomac Haven & Tygrove Technologies (JV)
We are a catalyst for transformation, helping federal agencies and commercial firms thrive in an era of rapid change.
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase