Event Coordinator

Mayvin - Alexandria, VA

Full-time - Mid Level

Alexandria, VA

Professional, Scientific, and Technical Services

About the position

Mayvin is seeking an experienced Event Coordinator to support the DTRA Strategic Integration (SI) Directorate in support of the DoD Combat Weapons of Mass Destruction (CWMD) mission. This position requires a valid TOP SECRET clearance with SCI eligibility and is contingent upon contract award. The Event Coordinator will play a crucial role in planning and organizing both in-person and virtual meetings or special events, ensuring that all aspects of the events are meticulously coordinated. This includes site selection, transportation, food and drinks, audiovisual equipment, and other amenities necessary for successful events. In addition to logistical planning, the Event Coordinator will develop materials to support events, such as timelines, agendas, biographies, programs, and handouts. They will work closely with protocol officers to ensure that proper customs and courtesies are observed for all participants. The role also involves supervising junior personnel and collaborating directly with government counterparts to plan and sequence multiple events throughout the year. A key aspect of this position is conflict resolution, as well as monitoring master calendars for opportunities to optimize event scheduling. The Event Coordinator will also be responsible for identifying and scheduling key speakers and panelists for events, tracking RSVPs, and advocating for alternate invitees when necessary. After each event, they will write an After-Event Report to summarize proceedings, assess outcomes, and share knowledge gained. Additionally, managing logistical arrangements for conferences, including handling reimbursement forms, invoices, and post-event reports, will be part of the responsibilities.

Responsibilities

• Plan and organize in-person or virtual meetings or special events.
• Coordinate all amenities and accommodations including site selection, escorts, food/drinks, transportation, and audiovisual equipment.
• Develop materials in support of events to include timelines, agendas, biographies, programs, and handouts.
• Work with protocol officers to ensure proper customs and courtesies are afforded participants.
• Supervise junior personnel.
• Work directly with Government counterpart to sequence and plan multiple events throughout the year with special attention to conflict resolution and monitoring master calendars for opportunities.
• Support the Government to identify and schedule key speakers/panelists for events.
• Track RSVPs and advocate for alternate invitees if alternate choices are required/desired.
• Write After-Event Report to summarize proceedings, assess outcomes, and share knowledge.
• Manage logistical arrangements for conferences including reimbursement forms, invoices, and reports after event has ended.

Requirements

• Bachelor's degree in Event Management, Hospitality, Marketing, Business Administration, or a related field.
• Five years of specialized experience in the above-described duties.
• Must be a U.S. citizen.
• Local to DC Metropolitan area.

Benefits

• Innovative culture
• Excellent benefits and amenities
• Inclusive work environment
• Ongoing career development
• Recognition and rewards for hard work