Event Coordinator

Guardians Of Honor - Washington, DC

Full-time - Mid Level

Remote - Washington, DC

Professional, Scientific, and Technical Services

About the position

The Event Coordinator is responsible for delivering exceptional customer service by managing the event planning process to meet client needs and expectations. This role involves organizing and executing various tasks throughout the event lifecycle, ensuring high-quality and timely completion of activities to foster both new and recurring business opportunities for Guardians of Honor LLC.

Responsibilities

• Monitor project timelines and task allocations, updating management tools with status for assigned activities in real time.
• Coordinate and collaborate across teams to ensure all work products are of the highest quality and informed with up-to-date information.
• Attend weekly contract management and daily stand-up meetings as needed to support contract execution.
• Develop SOPs and QC procedures, updating them to reflect efficiencies, best practices, and lessons learned.
• Contribute to client progress and status reports, including monthly reports and weekly registration metrics.
• Develop and edit agendas and meeting minutes from client planning committee meetings and status meetings.
• Document all expenses in the ODC tracker.
• Assist with market research and drafting agreements for subcontractors, vendors, and consultants.
• Prepare and maintain project file folders with all completed work products, artifacts, and deliverables.
• Contribute to the quality control process, including peer review of work products and coordinating QC of deliverables.
• Document quality control of work products and deliverables prior to delivery to client and/or management.
• Stay up to date on necessary technology and processes, capturing and implementing best practices and lessons learned.
• Mentor and train existing team members.
• Develop databases, reports, and other tools as needed to support efficiencies and process improvement.
• Support and/or lead key event planning activities, including site selection, venue contract negotiation, speaker management, and more.
• Assist with conducting venue market research and site surveys, preparing venue matrices, and facilitating venue selection processes.
• Serve as onsite event producer orchestrating AV/IT/webcasting/audio/video in breakout rooms, and assist senior event producer in plenary rooms as needed.
• Assist with coordination of resources during onsite and virtual events.
• Serve as task lead and junior project manager as needed for defined projects and activities.

Requirements

• Bachelor's degree required.
• At least 4 years of event management experience, particularly in a client-facing federal contract context.
• At least 2 years in a team/task lead role.
• Demonstrated professionalism in conduct and communication.
• Ability to plan and maintain control of time spent on specific tasks.
• Proficient written and verbal communication skills.
• Ability to work individually and collaboratively to achieve project goals.
• Understanding of company standards to deliver consistent results.
• Specialized knowledge and abilities within service areas.
• Ability to plan, lead, and manage projects to deliver desired outcomes.

Nice-to-haves

• Master's degree preferred or relevant experience with PMP/CMP certification.

Benefits

• Overtime pay during peak periods.
• Potential for overnight travel for events.