Events Coordinator

General Information

Job Code: PRO-MP-02

Location:

On-site (Rockville, MD)

Employee Type:
Non-Exempt, Part-Time On-Call, Temp

Telework:
Hybrid

Salary: $28.27 - $32.52 per hour (how we pay and promote)

Clearance:
None

Are you passionate about being the backbone of a team that keeps operations running smoothly?

As an Events Coordinator for our clients, you will play a pivotal role in shaping our success. Supporting Federal Agencies, this role will help coordinate and facilitate multiple high-profile meetings and events simultaneously by providing engagement recommendations and overseeing all logistical elements in a fast-paced federal environment. Your support of exhibits/expos, speaker engagement, and event project tracking will ensure seamless execution of in-person, hybrid, and virtual events that effectively communicate the mission and research impact to diverse audiences.

While not an exhaustive list, the key duties for this position include:

• Provide logistics support for a variety of meetings, events, and conferences, ensuring timelines, and checklists are maintained.
• Provide direct event support, including managing venue requirements, signage, invitations, attendance tracking, and other requirements as needed.
• Adapt onsite planning and logistics skills to virtual platforms and environments; support speakers and attendees across formats.
• Coordinate cross-functional partners (facilities, AV, security, IT) and maintain clear, timely communication.
• Create and maintain project documentation, including run-of-show, production schedules, staffing plans, rooming lists, and contact sheets.
• Support registration operations: build forms, manage RSVP lists, monitor capacity, track special needs, and manage confirmations.
• Manage speaker and VIP logistics: schedule prep calls, collect bios/headshots, gather session titles/abstracts, and confirm AV needs.
• Ability to travel as needed, including occasional evening or weekend coverage for events.

• Bachelor's Degree
• 2+ years of related professional experience

• Detail oriented with strong organizational skills, including experience planning and tracking the end-to-end progress of events logistics and drafting regular status reports for staff and leadership.
• Experience coordinating in-person, virtual, and hybrid events, including the use of virtual meeting software (e.g. Zoom).
• Foundational knowledge of federal requirements (e.g.508 compliance) to ensure agency is compliant with such regulations.
• Excellent verbal and written communications skills for face-to-face interactions with clients (including event speakers and attendees), co-workers, and leadership.
• Basic knowledge of Microsoft Office productivity software and collaboration tools such as Microsoft Teams and SharePoint.
• Basic knowledge of project and events management and design software such as Microsoft Planner, Microsoft Project,and Adobe CS.
• Ability to carry/maneuver various pieces of heavy equipment (50+lbs) for onsite events and exhibits (e.g., carrying banners/boxes of materials to rolling crates.)

• Experience coordinating meetings and events for federal science agencies (ex. NIH).
• Basicknowledgeofevent platforms Cvent and Bizzabo.
• Basicknowledgeof
  
  AI tools, including their limitations and risks, and how they can be appliedto support event coordination tasks.

Ripple Effect is an award-winning women-owned, 200-person company of communicators, scientists, researchers, and analysts. Established in 2003, and named as one of the “Best and Brightest Companies to Work For” since 2020, Ripple Effect has earned acclaim for delivering unparalleled consulting services and top-tier talent across federal, private, and non-profit sectors.

At Ripple Effect, we award our employees for their contributions to our mission. Our comprehensive total rewards package includes competitive pay, exceptional benefits, and a range of programs that support your work/life balance and personalized preferences.

Learn more about our benefits and culture here.