Event and Speaker Coordinator

Executive Mosaic; Tysons (VA); On-site; USD 50,000 - 72,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Health insurance

Paid time off

Vision Insurance

Job summary

Executive Mosaic in Tyson's Corner, VA is seeking an Event and Speaker Coordinator with 1–3+ years in events to support booking speakers for our ongoing government contracting-focused events. This role involves coordinating all dinner event logistics for assigned groups, speaking briefings, and day-of-event operations.

The ideal candidate is highly organized, has excellent communication skills, and is comfortable working in a fast-paced, membership-driven environment.

Qualifications

• Bachelor's Degree required.
• 1–3+ years in events or administrative roles.
• Proficient with Microsoft Office (Word, Excel).
• Experience with Salesforce.com CRM preferred.
• Highly organized with ability to track multiple events and timelines.

Responsibilities

• Coordinate speakers for assigned 4x24 groups.
• Book four dinners per year for each group.
• Research topics and identify potential speakers weekly.
• Attend in-person events to understand audience and events.
• Respond to member inquiries and follow up on emails.
• Plan events around the latest govcon trends in DC.
• Prepare speakers and groups for briefings prior to dinners.
• Maintain Salesforce records for speakers and contacts.
• Coordinate day-of event check-in for speakers and members.

Skills

Excellent oral and written comms

Highly organized

Strong multitasking

Research capability

Education

Bachelor's Degree

Tools

Salesforce.com CRM

Microsoft Word/Excel

Job description

Hours: M-F 8:30 am-4:30 pm plus events (We NEVER do events on the weekends, only Tues/Wed/Thurs)

This is a role to help plan dinner events and book the speakers for those events.

Do you love Event planning? Do you want to meet and be connected with the Who's Who of GovCon, Government, and Military commands? Executive Mosaic is seeking an enthusiastic, high-energy, Event and Speaker Coordinator to assist with booking speakers for our events and managing part of our membership-based executive leadership program. This position will place you in the midst of some of the most high-powered people and exclusive events in the Washington DC GovCon sector.

Members are senior executives in the government contracting industry and speakers come from across the government including the Defense, Intelligence, Healthcare communities and more . The successful candidate will communicate daily with their members and work directly with speakers and their teams.

As a company we currently book over 150 speakers per year across our events and are growing rapidly. We are looking for a Member Operations and Speaker Coordinator who can not only assist us with our growth but work to improve the process. The successful candidate will work with the speaker while also coordinating all of the event details and logistics to your assigned 4x24 Group members. Our events team is looking for an outgoing, friendly, highly-organized, driven, self-starter to help make this continued expansion a reality. You will be an integral part of the events team and will help with event day coordination and speaker preparation and will ensure we are well-organized, ethics compliant, and have completed the appropriate paperwork required.

You must be able to work independently while coordinating alongside the other team members in order to book speakers, run speaker briefings, schedule meetings, and related logistics while following along a well-documented event and speaker coordination program. In addition to coordinating speakers you will also be the day-of-coordinator for the dinner events.

Event and Speaker Coordinator Responsibilities:

• The goal is to research and assist with the coordination of speakers for your assigned 4x24 groups
• Book the 4 dinners per year for each of your assigned 4x24 groups
• Research and Identify relevant topics and potential speakers every week
• Attend our Executive Mosaic in-person events to understand our audience and experience our events
• Respond to member inquiries and follow up with all member emails
• Identify trends in the government contracting space and plan events around the latest in Washington
• When required, send all speaker requests to the Public Affairs Office, Ethics Committee, etc
• Prepare speakers, their teams and the group’s 4x24 chairman with Speaker prep calls prior to every dinner
• Maintain accurate Salesforce.com records on our speakers - continuously update contact information, handler info, etc
• Leverage our many existing relationships to identify and secure future speakers
• Connect with speakers and speakers' teams prior to all events
• On event days, you will be managing check-in and for 4x24 speakers and members.

Member Operations and Speaker Coordinator Qualifications:

• Bachelor's Degree required
• 1-3+ years of experience in events or an administrative office position (Executive Assistant, Office Administrator, etc)
• Proficient in Microsoft Office - Word, Excel
• Experience with SalesForce.com CRM (1 year)
• High organized, and responsible, you must be able to track and manage multiple events and their timelines simultaneously
• Excellent oral and written communication
• Research ability to help find the best speakers and sponsors

Job Type: Full-time

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off
• Vision Insurance

Schedule:

• Monday to Friday 8:30AM - 4:30PM plus events

Ability to commute/relocate;

• Tysons Corner, VA 22182: Reliably commute or planning to relocate before starting work (Required)

Benefits found in job post

401(k), Dental insurance, Medical insurance, Vision insurance