Coordinator, Event Operations

Biotechnology Innovation Organization; Washington (District of Columbia); Hybrid; USD 60,000 - 72,000; Full time

Job summary

Biotechnology Innovation Organization (BIO) is seeking a Coordinator, Event Operations in Washington, DC to oversee logistics for conferences, summits, and meetings ranging from 40 to 20,000+ attendees. You will coordinate housing, AV, floorplans, and on-site experiences, partnering with internal teams and external vendors to ensure flawless execution.

The role requires a college degree or equivalent, 1–2 years of related experience, and strong communication and organizational skills.

Qualifications

• Bachelor's degree or equivalent years of experience.
• 1-2 years of related work experience.
• Non-profit or membership organization experience a plus.
• Proficient use of MS Office and ability to learn technology platforms (SmartSheet, Salesforce).
• Excellent written and verbal communication; team-oriented and organized.

Responsibilities

• Assist with event specifications, floorplans, AV, and production needs for assigned events.
• Coordinate housing and hotel rooming lists for events.
• Support attendee activations and offsite event experiences.
• Oversee event department inventory and staff supplies logistics.
• Maintain event planning timelines and assist with budgeting and invoicing.
• Prepare Emergency Preparedness Plans for events.

Skills

MS Office Suite

SmartSheet

Salesforce

Vendor PM tools

Communication

Organization

Teamwork

Education

Bachelor's degree or equivalent experience

Job description

Biotechnology Innovation Organization (BIO) is the world’s largest advocacy association representing member companies, state biotechnology groups, academic and research institutions, and related organizations across the United States and in 30+ countries. BIO members are involved in the research and development of innovative healthcare products. BIO also produces the BIO International Convention, the world’s largest gathering of the biotechnology industry, along with industry-leading investor and partnering meetings held around the world.

TheCoordinator, Event Operations, is responsible for overseeing specific event management tasks within BIO’s overall event portfolio. Events in this portfolio range in size from 40 - 20,000+ attendees and include small committee/executive meetings, conferences/summits, receptions, and the annual BIO International Convention. The Coordinator, Event Operations is an integral part of the Event Operations team which is responsible for the logistical planning, coordination, and execution of all BIO events. This team works alongside the Industry Programs, Industry Partnerships, Event Marketing, and Registration & Customer Care teams under BIO’s Chief Events & Industry Programs Officer.

Primary Responsibilities

Event Operations & Logistics:

• Assist with the preparation of event specifications, banquet event orders, floorplans/room sets, Audio-Visual, telecommunications and other production needs for assigned events, including select areas of the BIO International Convention.
• Coordinate housing and hotel rooming lists associated with assigned events.
• Support and/or manage attendee experiential activations and offsite reception & event experiences at assigned events.
• Oversee event department supply inventory as well as the shipment of department inventory and staff supplies to and from in-person event locations.
• Maintain and contribute to event planning and production timelines.
• Assist with the preparation of the Emergency Preparedness Plans for assigned events.
• Organize Event Team holiday functions, and BIO staff appreciation events during select conferences.
• Perform administrative tasks related to event planning, such as updating contact databases, consolidating reports, organizing RFP bids, and organizing other event documentation.
• Contribute to the overall budget process by providing estimates for the logistical areas of assigned events or event areas, and ensuring final expenses are at/within the approved budget; provide updated budget projections throughout the planning process for assigned projects; and work with the Event Finance & Operations Team at the conclusion of the event to ensure final invoices and accruals are submitted in a timely manner.
• Participate in the maintenance of planning meeting notes, historical files and data retention for assigned events.
• Assist VP, Event Operations with expense reports.

Event Strategy & Relationship Management:

• Partner with internal BIO stakeholders to clarify event objectives, align goals and expectations, anticipate risks, and proactively identify recommendations.
• Approach event design challenges and opportunities with creativity and critical thinking during each planning cycle, regularly evaluating each event/event component for return on investment, impact, and improvements.
• Support departmental process and SOP improvement efforts.
• Own and contribute to 3rd party vendor, contractor, and venue service provider relationships.
• Stay current on conference, venue, and event logistical best practices and industry trends.

Education and Experience

• College degree or equivalent years of experience
• 1-2 years of related work experience
• Non-profit or membership organization experience a plus

Knowledge, Skills, and Abilities (KSA’s)

Required:

• Proficient use of Microsoft Office Suite and ability to quickly learn and navigate technology platforms (including SmartSheet, Salesforce, and vendor project management tools).
• Excellent written and verbal communication skills.
• Excels in team-oriented, collaborative, and fast-paced work environments.
• Resourceful and self-motivated, with ability to identify and prioritize tasks, manage concurrent projects, and meet deadlines.
• A critical thinking, problem-solving, and creative mindset.
• Superior organizational skills, with meticulous attention to detail.

Preferred:

• Basic knowledge of event, convention, and/or tradeshow operations
• Non-profit or membership organization experience
• Experience with managing external vendors relationships

Physical Requirements

• Ability to stand and walk for extended periods of time during events.
• Frequent bending, stooping, kneeling, and reaching during events.
• Ability to lift and carry up to 25 pounds if necessary
• Ability to lift, carry, and set down luggage when necessary

Travel Requirements

• Up to 10% (Primarily Domestic)
• Hybrid in office, Tuesday- Thursday

This job description is not intended to be all-inclusive, and responsibilities can be expected to evolve over time to meet changing business needs. The employee may be required to perform other related duties to meet these needs. While BIO’s intent is always to be clear and transparent about the expectations of this role, this job description may be reviewed and updated accordingly with or without notice. BIO is an equal opportunity employer and does not discriminate based on race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected characteristic under federal, state, or local law. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.