Event Coordinator

N4 Solutions, LLC offers our public and private sector clients the collective intellectual knowledge, expertise, and experience of our company and associates to help our customers evaluate, collaborate, innovate, and create business, technology, and scientific solutions that enable them to accomplish their mission and achieve organizational objectives. With the growth of the company, we are seeking a highly motivated and hard-working meeting or event coordination professional to join our team. The successful candidate will work in a high-paced and rewarding work environment.

JOB DESCRIPTION/DUTIES:

The Meeting and Event Coordinator will support the planning, coordination, execution, and closeout of federal government conferences, meetings, webinars, workshops, advisory meetings, stakeholder engagements, technical meetings, grantee meetings, and other in-person, virtual, and hybrid events. This role supports event logistics, registration, participant communications, meeting materials, travel coordination, vendor coordination, accessibility support, documentation, compliance tracking, and customer service to ensure events are well-organized, timely, professional, and responsive to federal customer requirements. Event Planning & Coordination Support the planning and coordination of federal government in-person, virtual, and hybrid meetings, conferences, workshops, webinars, advisory meetings, stakeholder engagements, technical meetings, and public-sector events. Assist with event intake, requirements gathering, planning timelines, milestone trackers, logistics checklists, staffing plans, run-of-show documentation, and closeout schedules. Coordinate event schedules, meeting agendas, participant lists, registration processes, speaker logistics, consultant participation, and event materials. Support coordination with federal customers, Contracting Officer Representatives, Program Managers, Task Managers, speakers, presenters, consultants, vendors, hotels, A/V providers, interpreters, captioning providers, transcription providers, and other event stakeholders. Track planning actions, deadlines, risks, dependencies, Government decisions, vendor deliverables, and open items to support timely event execution. Assist with pre-event, day-of-event, and post-event coordination to ensure logistical, technical, accessibility, and documentation requirements are addressed. Coordination & Compliance Support Support federal customer review and approval processes for event plans, venue options, cost estimates, meeting materials, travel assumptions, accessibility accommodations, and post-event documentation. Assist with documentation needed to support federal meeting planning requirements, including event assumptions, participant counts, venue comparisons, vendor quotes, travel estimates, registration reports, and closeout files. Support compliance with federal meeting policies, contract requirements, customer procedures, privacy considerations, records management expectations, and event-specific instructions. Help ensure event materials, participant communications, and post-event documentation are reviewed, organized, and maintained in accordance with customer requirements. Identify potential compliance, accessibility, travel, schedule, vendor, or logistical issues and elevate them to the Meeting/Event Manager, Senior Meeting Manager, or Project Manager. Registration, Participant Support & Communications Support attendee registration, participant tracking, confirmation emails, reminder notices, logistical instructions, speaker communications, accessibility request intake, and post-event communications. Maintain accurate registration records, attendance lists, speaker rosters, distribution lists, accessibility requests, participant records, and event contact information. Respond to participant, speaker, consultant, vendor, and federal customer inquiries in a professional and timely manner. Coordinate accessibility accommodation requests and help ensure participant needs are documented, tracked, and addressed. Support use of registration and event management systems such as Cvent, Zoom for Government, Microsoft Teams, SharePoint, Box.com, DocuSign, Doodle Poll, and other collaboration tools. Meeting Materials & Documentation Assist with the preparation, formatting, organization, and distribution of meeting materials, including agendas, presentations, participant guides, name badges, signage, tent cards, meeting packets, evaluation forms, handouts, and other event-related documents while complying with Section 508 requirements. Maintain version control of draft and final event materials. Coordinate with writers, editors, graphics staff, Section 508 specialists, project managers, and federal customer representatives to support timely delivery of accessible and customer-approved materials. Support post-event documentation, including meeting summaries, attendance reports, action item logs, evaluation results, recordings, transcripts, cost summaries, lessons learned, and closeout files. Ensure event records and related documentation are accurate, complete, organized, and maintained in accordance with federal customer and contract requirements. Logistics, Travel & Vendor Support Support hotel, venue, meeting room, breakout room, A/V, internet, livestreaming, captioning, transcription, interpretation, shipping, courier, signage, transportation, and accessibility coordination as needed. Assist with venue and vendor coordination, including quotes, invoices, confirmations, room setup requirements, service charges, taxes, cancellation terms, accessibility features, and documentation. Assist with travel coordination for approved participants, speakers, consultants, subject matter experts, and staff, including travel intake, lodging coordination, ground transportation, reimbursement documentation, and travel records in accordance with the Federal Travel Regulation (FTR) and Joint Travel Regulation (JTR). Support onsite event setup, registration desk support, materials distribution, room readiness, signage placement, attendee support, speaker support, and troubleshooting. Help track event-related costs, supplies, other direct costs, travel expenses, vendor invoices, and logistical requirements. Quality, Compliance & Customer Service Perform work in a professional, timely, accurate, and customer-focused manner. Support quality control of registration data, participant communications, meeting materials, logistics arrangements, accessibility accommodations, vendor deliverables, and closeout documentation. Support Section 508 accessibility requirements, including accessible meeting materials, captioning, transcripts, accommodation tracking, and virtual platform accessibility support. Maintain confidentiality of participant, customer, travel, financial, and event-related information. Support continuous improvement by documenting lessons learned, identifying process gaps, and recommending improvements to event planning and closeout processes.

EDUCATION/EXPERIENCE/EXPERTISE REQUIREMENT:

Bachelor’s degree in Event Management, Hospitality, Communications, Business Administration, Public Administration, Marketing, or related field; or equivalent experience. 1-3 years of relevant experience supporting meetings, conferences, webinars, workshops, stakeholder engagements, logistics, administrative coordination, or customer-facing project support. Experience supporting federal government, public-sector, nonprofit, scientific, healthcare, research, or mission-driven events. Experience coordinating event logistics, registration, participant communications, schedules, meeting materials, vendor coordination, travel support, and post-event documentation. Experience supporting in-person, virtual, and hybrid events. Experience using Microsoft Office 365, Microsoft Teams, SharePoint, Zoom, and other collaboration or event support tools. Strong organizational skills and ability to manage multiple tasks, deadlines, stakeholders, approvals, and priorities. Strong attention to detail and ability to maintain accurate records, rosters, trackers, budgets, and event files. Excellent oral and written communication skills. Professional customer service skills and ability to interact with federal customers, participants, vendors, speakers, consultants, and internal team members. Ability to work independently or under minimal guidance in a fast-paced environment. Ability to support occasional early morning, evening, travel, or onsite event requirements, as needed. Ability to pass a government suitability/background investigation, if required. U.S. Citizenship.

PREFERRED EDUCATION/EXPERIENCE/EXPERTISE:

Direct experience supporting federal government conferences, advisory meetings, technical workshops, public meetings, grantee meetings, stakeholder engagements, webinars, or hybrid events. Experience working with federal Contracting Officer Representatives, Program Managers, Task Managers, federal speakers, consultants, and government stakeholders. Experience with Cvent, Zoom for Government, Box.com, DocuSign, Doodle Poll, SharePoint, Microsoft Teams, or similar event management and collaboration platforms. Familiarity with federal meeting policies, federal travel coordination, Section 508 accessibility requirements, records management, privacy considerations, and public-facing meeting materials. Experience coordinating participant travel, lodging, ground transportation, reimbursements, hotel room blocks, vendor quotes, and event-related ODCs. Experience supporting A/V coordination, captioning, transcription, interpretation, recordings, livestreaming, virtual platforms, or technical readiness checks. Experience developing event checklists, run-of-show documents, meeting summaries, action item logs, registration reports, cost summaries, lessons learned, or closeout reports. Certified Meeting Professional (CMP), Certified Government Meeting Professional (CGMP), event planning coursework, hospitality training, or related certification preferred but not required.

LOCATION:

Hybrid/Greenbelt, MD Must be in local commuting distance to Greenbelt, MD The N4 Solutions Equal Employment Opportunity (EEO) Policy is to provide a fair and equal employment opportunity for all employees and job applicants regardless of race, color, religion, national origin, gender, sexual orientation, age, marital status or disability. N4 Solutions hires and promotes individuals solely on the basis of their qualifications and achievements for the job to be filled. #J-18808-Ljbffr N4 Solutions, LLC