Event Coordinator

Summary

Science and Technology Corporation (STC) is a science, sensors, and systems company supporting federal science and environmental agencies. The Event Coordinator will plan and execute NIDIS meetings, workshops, and conferences, coordinating venues, vendors, travel, attendees, and hybrid or virtual meeting logistics while managing multiple concurrent events.

Responsibilities

• Coordinate meeting logistics and onsite event management activities for NIDIS meetings, workshops, and conferences, with support and oversight from the Program Manager, to ensure seamless execution, including:
• Venue identification and selection
• Contract and vendor coordination
• Room setup planning
• Signage
• Registration check-in operations
• Onsite event personnel administration
• Real-time troubleshooting
• Develop and maintain detailed meeting and event schedules, work plans, and planning timelines; deliver these to the Government 60 days before each meeting for review and approval and provide last-minute adjustments as soon as they are known
• Coordinate with NIDIS staff, presenters, partners, and stakeholders as needed to reinforce onsite or virtual meeting objectives and logistics
• Maintain action item tracking for meeting logistics and decisions around meeting scope
• Coordinate travel arrangements and process reimbursement documentation for invited attendees, speakers, and facilitators in accordance with applicable travel policies, including:
• Travel logistics coordination, finalized at least 7 days before the start of travel
• Lodging arrangements, finalized at least 7 days before the start of travel
• Travel policy compliance
• Preparation of travel documentation
• Support both in-person and hybrid/virtual participant engagement, coordinating with the Technical Production Specialist and venue AV teams as needed
• Partner with the Program Manager and broader NIDIS team at standing coordination sessions to keep planning on a rolling, forward-looking calendar
• Support preparation of status reporting, presentations, and other program-management documentation related to meeting planning and travel coordination

Skills

• Associate's degree or equivalent experience
• 2+ years of experience in event or meeting logistics coordination
• Some experience supporting multi-stakeholder meetings, workshops, or conferences, including venue coordination, vendor/contract support, or onsite event assistance
• Exposure to travel logistics coordination and/or reimbursement documentation for attendees, speakers, or facilitators
• Comfortable supporting hybrid or virtual meeting logistics in coordination with AV/production staff
• Strong organizational skills, attention to detail, and sound judgment under time pressure
• Ability to manage multiple concurrent tasks and timelines while working under the guidance of the Program Manager and senior team members
• Conversant in MS Office products, Google Workspace, and task-tracking or project-management tools
• Good oral and written communication skills
• Must be a US Citizen or Permanent Resident / Green Card holder with at least 2 years residing in the US
• Bachelor's degree preferred
• Experience supporting event logistics for a federal science or environmental agency (e.g., NOAA), and familiarity with government meeting-planning and travel-policy requirements

Qualifications

Must Haves

• Associate's degree or equivalent experience
• 2+ years of experience in event or meeting logistics coordination
• Some experience supporting multi-stakeholder meetings, workshops, or conferences, including venue coordination, vendor/contract support, or onsite event assistance
• Exposure to travel logistics coordination and/or reimbursement documentation for attendees, speakers, or facilitators
• Comfortable supporting hybrid or virtual meeting logistics in coordination with AV/production staff
• Strong organizational skills, attention to detail, and sound judgment under time pressure
• Ability to manage multiple concurrent tasks and timelines while working under the guidance of the Program Manager and senior team members
• Conversant in MS Office products, Google Workspace, and task-tracking or project-management tools
• Good oral and written communication skills
• Must be a US Citizen or Permanent Resident / Green Card holder with at least 2 years residing in the US

Nice to Haves

• bachelor's degree preferred
• Experience supporting event logistics for a federal science or environmental agency (e.g., NOAA), and familiarity with government meeting-planning and travel-policy requirements

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Flexible spending account
• Life insurance
• Short-term disability insurance
• Long-term disability insurance
• 401K with up to 4% employer matching contribution
• Tuition reimbursement
• Bonus/incentive programs
• Paid Time Off Starting at 80 hrs/yr
• 11 Federal holidays
• 40 hrs/yr Sick Leave
• Health savings account