Assistant Event Planner
Job Summary
Help organize and coordinate all aspects of technical conferences that include sub-components such as technical sessions, poster sessions, exhibit shows, networking events, student programs, and awards programs. This role involves working with a team on end-to-end event planning, from ideation to execution, ensuring that events run smoothly, are financially successful, and exceed stakeholder expectations. This position requires high energy, calm and professional demeanor, exceptional attention to detail, the ability to multi-task efficiently, ability to work under pressure, and the ability to deal with a variety of personality types.
Duties May Include:
• Develop and track detailed event plans and timelines.
• Secure venues and event support services (e.g., audio/visual, catering, transportation, entertainment, signage, exhibit services).
• Coordinate and manage event elements such as technical session agendas, awards programs, student and early career programs, exhibits, posters sessions, tours, and networking functions.
• Process attendee registrations.
• Coordinate with speakers and session chairs.
• Coordinate staffing and security personnel.
• Edit event marketing and programmatic materials.
• Handle sensitive information discreetly and in compliance with prescribed security requirements.
• Provide on-site logistics and staff support to ensure smooth execution during the event, as well as setup and breakdown of events.
• Handle last-minute changes and troubleshoot onsite issues with professionalism.
• Other standard event planning duties.
Experience
• Active or past DoD security clearance (or the ability to obtain one).
• 3–5 years of event planning or related experience.
• Proficiency with Excel and PowerPoint.
• Proficiency in event management software and tools such as CVENT a plus.
• Strong organizational skills with the ability to manage multiple projects simultaneously in a fast-paced environment.
• Ability to work under pressure, meet tight deadlines and flex your work schedule accordingly.
• Ability to communicate clearly and effectively with customers, vendors, and team members.
• Adaptable and able to work with a variety of personalities and work styles.
• Physically fit – able to work onsite at events that are fast paced with long hours.
• Well-groomed professional appearance.
Additional Positive Attributes
• Editing skills
• Experience with government and military events
• Familiarity with virtual and hybrid event platforms such as Teams and WebEx
• Page layout and design skills a plus, especially with programs like InDesign, Photoshop, or Canva
Job Type: Full-time
Pay: $23.00 - $27.00 per hour
Expected hours: 35 – 45 per week
Benefits:
• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance
Application Question(s):
• Do you have experience with any event registration software such as CVENT?
• Are you prior military or have you worked previously in the defense industry?
Security clearance:
• Secret (Preferred)
Work Location: Remote
Apply Now
Apply Now
Help organize and coordinate all aspects of technical conferences that include sub-components such as technical sessions, poster sessions, exhibit shows, networking events, student programs, and awards programs. This role involves working with a team on end-to-end event planning, from ideation to execution, ensuring that events run smoothly, are financially successful, and exceed stakeholder expectations. This position requires high energy, calm and professional demeanor, exceptional attention to detail, the ability to multi-task efficiently, ability to work under pressure, and the ability to deal with a variety of personality types.
Duties May Include:
• Develop and track detailed event plans and timelines.
• Secure venues and event support services (e.g., audio/visual, catering, transportation, entertainment, signage, exhibit services).
• Coordinate and manage event elements such as technical session agendas, awards programs, student and early career programs, exhibits, posters sessions, tours, and networking functions.
• Process attendee registrations.
• Coordinate with speakers and session chairs.
• Coordinate staffing and security personnel.
• Edit event marketing and programmatic materials.
• Handle sensitive information discreetly and in compliance with prescribed security requirements.
• Provide on-site logistics and staff support to ensure smooth execution during the event, as well as setup and breakdown of events.
• Handle last-minute changes and troubleshoot onsite issues with professionalism.
• Other standard event planning duties.
Experience
• Active or past DoD security clearance (or the ability to obtain one).
• 3–5 years of event planning or related experience.
• Proficiency with Excel and PowerPoint.
• Proficiency in event management software and tools such as CVENT a plus.
• Strong organizational skills with the ability to manage multiple projects simultaneously in a fast-paced environment.
• Ability to work under pressure, meet tight deadlines and flex your work schedule accordingly.
• Ability to communicate clearly and effectively with customers, vendors, and team members.
• Adaptable and able to work with a variety of personalities and work styles.
• Physically fit – able to work onsite at events that are fast paced with long hours.
• Well-groomed professional appearance.
Additional Positive Attributes
• Editing skills
• Experience with government and military events
• Familiarity with virtual and hybrid event platforms such as Teams and WebEx
• Page layout and design skills a plus, especially with programs like InDesign, Photoshop, or Canva
Job Type: Full-time
Pay: $23.00 - $27.00 per hour
Expected hours: 35 – 45 per week
Benefits:
• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance
Application Question(s):
• Do you have experience with any event registration software such as CVENT?
• Are you prior military or have you worked previously in the defense industry?
Security clearance:
• Secret (Preferred)
Work Location: Remote
Apply Now
Apply Now