Events Coordinator

Events Coordinator

Artemis is seeking a full-time Events Coordinator to support a high-visibility federal client. The Events Coordinator provides logistical, operational, and administrative support to ensure the successful planning and execution of conferences, exhibits, meetings, and outreach events. This role supports the coordination of event activities, materials, logistics, and stakeholder communications to ensure events are delivered efficiently and professionally.

The Events Coordinator role requires a self-starter, proactive problem solver, and action-oriented team player with experience supporting event logistics, trade shows, or large-scale meetings. This position requires an individual who can manage multiple moving pieces simultaneously, communicate effectively with vendors and stakeholders, and maintain strong attention to detail while working in a fast-paced environment.

In this role, the Events Coordinator will assist with coordinating event logistics, managing materials and inventory, supporting vendor and shipping logistics, and maintaining event planning documentation such as schedules, checklists, and tracking systems. The position works closely with event project managers, internal teams, and external partners to ensure events run smoothly and that operational needs are addressed before, during, and after each event. This role also supports the documentation of event outcomes, including gathering event data and producing detailed after-action reports to capture lessons learned and inform future event planning.

This is a contingent hire position.

This position is located in the Washington, DC metro area. Some onsite work or travel to the client site for meetings is expected.

The expected compensation at the time of requisition creation, is between $70,000 and $80,000.00. The position offers with medical, dental and vision coverage. Additional benefits such as 401K, disability insurance and PTO are provided as well.

Primary Responsibilities

• Support the planning and coordination of meetings, conferences, exhibits, and outreach events in collaboration with project managers and program staff.
• Assist with logistical coordination including venue arrangements, vendor communication, event materials preparation, and equipment management.
• Coordinate shipping and receiving logistics for event materials, including shipments to venues, advance warehouses, and return shipments following events.
• Maintain event planning documentation such as event checklists, timelines, run-of-show documents, and inventory tracking systems.
• Assist with the preparation and organization of exhibit materials, displays, signage, and promotional items for conferences and events.
• Track and maintain inventory of event supplies and materials to ensure readiness for upcoming engagements.
• Support the preparation of briefing materials, agendas, and event documentation for internal teams and leadership.
• Coordinate event schedules, meeting invitations, and communication with internal staff and external stakeholders.
• Provide on-site or virtual event support as needed to assist with logistics, attendee coordination, and troubleshooting.
• Maintain organized documentation of event activities, contacts, and logistics information for future reference and reporting.
• Ensure event coordination activities are conducted with a high level of professionalism, responsiveness, and attention to detail.
• Manage shipping and receiving logistics for event materials, including direct-to-site shipping, advance warehouse shipments, overnight shipments, and event-to-event shipping.
• Maintain and organize event-related digital assets and materials using established asset management systems.
• Collaborate with stakeholders to gather event requirements and support the development of event logistics plans and materials.
• Support the preparation of detailed after-action reports following events to document outcomes, logistics performance, and recommendations for improvement.

Minimum Qualifications

• Minimum 5 years of professional experience supporting events, conferences, trade shows, or outreach activities
• Bachelor's degree in communications, event management, public relations, marketing, business administration, or a related field, or equivalent professional experience.
• Sample portfolio that includes pictures of expo-style booths managed, sample inventory system, and a sample event checklist is required.
• Experience coordinating logistics for meetings, conferences, or large-scale events, including materials preparation and vendor coordination.
• Experience managing shipping, inventory, and distribution of event materials and supplies.
• Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).
• Experience with Adobe Creative Cloud suite of products.
• Demonstrated experience working with asset management systems to organize and maintain digital materials.
• Ability to communicate professionally with internal teams, vendors, and external stakeholders.
• Demonstrated attention to detail and ability to maintain accurate documentation and tracking systems.
• Ability to work in a fast-paced environment and respond effectively to changing priorities.
• Ability to obtain and maintain a Public Trust clearance.
• Legal authorization to work in the United States.

Desired Qualifications

• Experience supporting trade shows, exhibits, or large-scale public events.
• Experience coordinating shipping and logistics for event materials, including advance warehouse shipments and onsite materials management.
• Familiarity with project management or event planning software tools.
• Experience working with federal agencies or government communications teams.
• Strong critical thinking, analytical and time management skills.
• Proven ability to organize, prioritize and work well with others.
• Ability to communicate thoughts, ideas and solutions logically both written and orally.
• Ability to stay calm under pressure and in a fast-paced environment.
• Ability to receive feedback from clients and implement changes quickly and effectively.
• Ability to get up to speed quickly on complex issues.
• Desire to work in a fast-paced, rapidly evolving environment.

Client Information

The National Science Foundation (NSF) communicates and shares information about the activities, programs, research results, and policies of the Foundation with internal and external audiences and stakeholders including Congress, the news media, state and local governments, other federal agencies, and research and education communities. NSF's efforts to build awareness and promote the benefits of federally funded science and engineering translate into multimedia, web, and other outreach activities that inform policy makers, the media, and the American taxpayers about the value and impact of NSF-supported research and activities. These activities make NSF's investments in science, technology, engineering, education, and mathematics readily available and easily understandable to stakeholders.