Event and Webinar Coordinator

Job Description

Job Description

Summary of Position

BQMI is seeking an experienced event coordinator with primary responsibilities in virtual/in-person event and webinar coordination. This role is in support of the NASA Safety Center (NSC) and its parent organization, the Office of Safety and Mission Assurance (OSMA). The coordinator needs to be able to take initiative, build relationships across the agency, work independently, manage webinar and event details beginning to end, and provide direct support to government customers. The position requires work travel. The coordinator will report through BQMI management at the NSC, located in Cleveland, Ohio. This is currently a hybrid position with both an onsite and virtual requirement.

BQMI is a small woman owned business with headquarters in Friendswood, Texas. Our core values of Inspiration, Innovation, Excellence, Integrity, and Trust assist us in aligning our tactical goals and objectives with our corporate strategy. We continue to surround ourselves with a network of people that also believe in these values and have the knowledge, experience, and ethics to push us to be the best possible team for our customers. Join our team of employees that are located all over the United States working on NASA and Department of Defense contracts.

Essential Duties & Responsibilities

• Build and maintain close working relationships with NSC and OSMA customers to understand needs and assist with planning strategies.
• Be an expert in Teams and any other NASA-used platforms for virtual events. Maintain a thorough understanding of the capabilities of each system including updates.
• Lead coordination efforts for a series of webinars and events including coordination of pre-production logistics with team members, location contacts, room/facility reservations, writers, videographers, event owners and speakers, registration, and email communications.
• Work with event vendors for in-person events to secure contracts, hotel blocks, etc.
• Work with AV team to coordinate AV equipment shipping, setup, testing, etc.
• Coordinate with external speakers to manage travel and associated costs.
• Work with team members to coordinate/oversee in-person events, including managing registration, print orders, catering, petty cash, etc.
• Conduct virtual events and operate slides, monitor chats, administrative in/out privileges, troubleshoot audio/video issues, etc. including any necessary speaker or attendee assistance.
• Coordinate post-production activities such as surveys, reports, recordings, budget reconciliation, etc.
• Assist with the team’s project tracking systems by keeping statuses and projects up-to-date and contributing to weekly and monthly reports.
• Demonstrate strong time management and organizational skills.
• Manage miscellaneous coordination and administrative tasks in support of the team (e.g., purchasing requests, basic budget details, Teams meetings invites, etc.).
• Learn shipping and printing protocols to effectively manage shipments/orders.
• Travel up to ~25% of the time.

Essential Skills

• Demonstrated ability to leverage relationships with stakeholders to assemble materials, meet deadlines, and gather project details.
• Expertise in business management tools (e.g., Microsoft Project, Excel, Word, and PowerPoint) and collaboration tools (e.g., Microsoft Teams).
• Excellent organizational skills.
• Ability to manage necessary organizational sites, such as SharePoint.
• Ability to manage multiple high-priority projects and communicate any conflicts.
• Excellent communication and relationship building skills, as well as a professional demeanor.

Experience/Education

• A minimum of 5 years of relevant experience.
• Associate or bachelor’s degree.
• Previous experience working in a NASA or federal government environment preferred.
• Demonstrated experience tracking integrated projects.

Personality or Self-Management Skills

• Ability to interface with high-level customers in a respectful and professional manner.
• Detail-oriented with the ability to follow specific direction.
• Ability to manage multiple projects at once.
• Willingness to learn new tools, technologies and systems.
• Self-motivated, self-starter.
• Collaborative.
• Strong analytical, planning, organizational and time management skills.
• Ability to work with minimal supervision.

BQMI is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

Due to contract requirements, U.S. citizenship is required to obtain access to government facilities and systems.