Events Coordinator

INSA is seeking a detail-oriented and tech-savvy Events Coordinator to support the planning and execution of in-person and virtual events. This role serves as the operational backbone of the events team, requiring strong organizational skills and the ability to manage complex administrative and logistical tasks across multiple programs. The Events Coordinator reports to the Senior Director, Meetings and Events.

This is a hybrid position, typically requiring 3 days a week in-person at our office in Arlington, Virginia.

• Registration and Database Management:
  Oversee the full registration process, including site setup, attendee database management, reporting, communications, and ensuring data accuracy.
• Financial and Accounting Support:
  Process registrations and payments; track outstanding balances; reconcile invoices and expenses; monitor sponsorship and registration revenue; prepare financial reports; coordinate with finance for accurate billing and payment processing.
• Administrative Operations:
  Maintain event documentation, contracts, registration records, and standard operating procedures; support scheduling, meeting coordination, and file management.
• Virtual Event Management:
  Configure and manage platforms such as Zoom and Go To Webinar ; coordinate speaker rehearsals; distribute materials; monitor attendance; provide technical support.
• Materials and Inventory Management:
  Coordinate preparation, shipment, receipt, and tracking of event materials and supplies before and after events.
• Onsite Registration Support:
  Manage onsite check-in, badge printing, registration system setup, troubleshooting, and attendance tracking.
• Customer and Stakeholder Support:
  Provide timely, professional assistance to members, sponsors, speakers, vendors, and staff to ensure a seamless event experience.

• Bachelor’s degree in Event Management, Hospitality, Communications, or a related field.
• 1–2 years of experience in event coordination or administrative support, preferably in a fast‑paced environment.
• Strong organizational skills and attention to detail, with a track record of accuracy and reliability.
• Ability to manage multiple priorities and deadlines with minimal supervision.
• Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint).
• Strong interpersonal and communication skills; ability to work effectively with diverse stakeholders.
• Must be a U.S. citizen

• Office management experience.
• Experience with event management platforms (e.g., Cvent, Aventri, Eventbrite).
• Familiarity with virtual event platforms such as Zoom or Go To Webinar .
• Experience working with vendors, sponsors, or external partners.

• Ability to lift up to 50 pounds for event setup.
• Willingness to work occasional evenings and weekends.
• Ability to travel approximately four times per year.

INSA offers a competitive salary and comprehensive benefits package, including:

• Performance-based bonus
• 100% employer-paid healthcare premiums
• 401(k) plan
• PTO plus 11 federal holidays
• On-site gym and parking
• Collaborative, mission-driven work environment