Events Project Manager
Full Time • Washington, DC
Benefits:
- 401(k)
- Competitive salary
- Dental insurance
- Health insurance
- Paid time off
Title - Events Project Manager
Client: National Science Foundation (NSF)
Location: Alexandria, VA
Employment Type: Full-Time
Client: National Science Foundation (NSF)
Location: Alexandria, VA
Employment Type: Full-Time
Position Overview
The Events Project Manager will support the Office of Legislative and Public Affairs (OLPA) at the National Science Foundation by planning, coordinating, and executing high-profile meetings, conferences, outreach activities, and trade show exhibitions.
The role requires strong expertise in event logistics, exhibit management, vendor coordination, and project management to ensure successful execution of both in-person and virtual events while maintaining compliance with federal requirements.
Key Responsibilities
Event Planning & Coordination
- Plan and coordinate logistics for meetings, conferences, outreach events, and large-scale expos.
- Manage venue selection, contracts, signage, catering, internet, and equipment needs.
- Coordinate invitations, attendance tracking, and event registration platforms (e.g., Eventbrite).
- Research audience needs to prepare NSF leadership and staff for event engagement.
- Provide on-site event support including setup, coordination, and breakdown.
Trade Show & Exhibit Management
- Design and manage expo-style booths and exhibit activations for national conferences and outreach events.
- Coordinate exhibit design, technology integration, and vendor relationships.
- Manage exhibit kits including equipment, signage, displays, monitors, and promotional materials.
- Oversee shipping logistics including direct-to-site delivery, warehouse storage, and return shipments.
- Maintain inventory of outreach materials and event assets.
Event Logistics & Operations
- Coordinate venue security requirements and event logistics.
- Manage vendor relationships including trade show organizers, shipping providers, and exhibit vendors.
- Oversee setup, teardown, and on-site event management to ensure smooth operations.
- Provide recommendations on event formats such as networking sessions, breakout sessions, and expo activities.
- Ensure events comply with federal accessibility standards including Section 508.
Speaker & RSVP Management
- Coordinate speaker invitations and event registration processes.
- Collect and manage speaker bios, headshots, and presentation materials.
- Prepare speakers and moderators with agendas, logistics, and rehearsal sessions prior to events.
Reporting & Communications
- Develop post-event surveys and after-action reports.
- Maintain event documentation and logistics tracking.
- Provide weekly status updates and participate in planning meetings.
Required Qualifications
Education
Bachelor’s degree from an accredited four-year college or university, or equivalent experience.
Experience
- Minimum 7 years of professional experience managing conferences, trade shows, or large-scale events.
- Experience managing expo exhibits and outreach activations.
- Experience coordinating event logistics, vendor management, and shipping operations.
- Experience managing large teams and complex event projects.
Required Skills
- Expert proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Expert proficiency with Adobe Creative Cloud
- Strong event management and project coordination skills
- Experience working with trade show vendors and exposition companies
- Expertise managing event logistics, shipping, and inventory systems
- Experience with project management tools and asset management systems
- Strong stakeholder communication and customer service skills
- Familiarity with federal accessibility standards (Section 508)
Compensation: $80,000.00 - $90,000.00 per year
H & R provides a broad range of technical services that emphasize high level architectural evaluation, design, and planning, information engineering and re-engineering, systems integration for multiple platforms and data sources, and management consulting services focused on better information for business decision making.
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