Event Coordinator, Administrative​/Clerical

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.

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.

• 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.

• 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.

• 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, , Docu Sign, Doodle Poll, and other collaboration tools.

• 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…