Event Coordinator

Stcnet; Virginia (MN); Remote; USD 80,000 - 105,000; Full time

Benefits offered by this job

PTO 80 hrs/yr

11 federal holidays

Sick leave 40 hrs/yr

401K with 4% match

Flexible spending account

Health savings account

Job summary

Science and Technology Corporation (STC) is seeking an experienced Event Coordinator to support NOAA's NIDIS program. You will plan and execute meetings, coordinate travel for attendees, speakers and facilitators, and ensure successful hybrid and in-person events across multiple stakeholders.

The role emphasizes logistics, timelines, and cross-team collaboration. The position requires an associate degree or equivalent experience, 2+ years in event logistics, and strong organizational skills.

Qualifications

• Associate's degree or equivalent experience; bachelor's degree preferred.
• 2+ years of experience in event or meeting logistics coordination.
• Some experience supporting multi-stakeholder meetings, workshops, or conferences, including venue coordination, vendor/contract support, or onsite event assistance.
• Exposure to travel logistics coordination and/or reimbursement documentation for attendees, speakers, or facilitators.
• Comfortable supporting hybrid or virtual meeting logistics in coordination with AV/production staff.
• Strong organizational skills, attention to detail, and sound judgment under time pressure.
• Ability to manage multiple concurrent tasks and timelines while working under the guidance of the Program Manager and senior team members.

Responsibilities

• Coordinate meeting logistics and onsite event management activities for NIDIS meetings, workshops, and conferences, with support and oversight from the Program Manager, to ensure seamless execution, including:
• Venue identification and selection
• Contract and vendor coordination
• Room setup planning
• Signage
• Registration check-in operations
• Develop and maintain detailed meeting and event schedules, work plans, and planning timelines; deliver these to the Government 60 days before each meeting for review and approval and provide last-minute adjustments as soon as they are known.
• Coordinate with NIDIS staff, presenters, partners, and stakeholders as needed to reinforce onsite or virtual meeting objectives and logistics.
• Maintain action item tracking for meeting logistics and decisions around meeting scope.
• Coordinate travel arrangements and process reimbursement documentation for invited attendees, speakers, and facilitators in accordance with applicable travel policies, including:
• Travel logistics coordination, finalized at least 7 days before the start of travel
• Lodging arrangements, finalized at least 7 days before the start of travel
• Preparation of travel documentation
• Support both in-person and hybrid/virtual participant engagement, coordinating with the Technical Production Specialist and venue AV teams as needed.
• Partner with the Program Manager and broader NIDIS team at standing coordination sessions to keep planning on a rolling, forward-looking calendar.
• Support preparation of status reporting, presentations, and other program-management documentation related to meeting planning and travel coordination.

Skills

Event coordination

Travel logistics

Vendor coordination

MS Office

Google Workspace

Project management tools

Education

Associate Degree

Tools

MS Office

Google Workspace

Project management tools

Job description

Share this job as a link in your status update to LinkedIn.

Job Title

Location

VA US (Primary)

Category

General Laborer, Technical

Job Type

Full-Time

$80,000

$105,000

Education

Associate Degree

Security Clearance Required

None

Job Description

About Science and Technology Corporation (STC):

STC is a science, sensors, and systems company founded in 1979. We continually expand our Earth and Space Sciences support capabilities to NASA, NOAA, DoD, and other Federal and State agencies. Our staff support many of the operational missions that monitor the heartbeat of our planet through a growing number of Earth Observing System of Systems platforms and direct field research. We also research and investigate leading-edge observing technologies and assist in their integration into operations.

STC offers competitive benefits to include health, dental, vision, FSA, life, disability, 401K (matching), tuition reimbursement, bonus/incentive programs and various other plans.

• Employment Category: Full-time/Exempt
• Location: Remote
• Travel: Travel may be required
• Security Clearance: N/A
• Citizenship: Must be a US Citizen or Permanent Resident / Green Card holder with at least 2 years residing in the US.

STC is seeking candidates to hire an Event Coordinator to support NOAA's National Integrated Drought Information System (NIDIS) Program under STC's Scientific Meeting and Communications Services task order. NIDIS coordinates drought monitoring, forecasting, and impact information among federal, state, tribal, and local partners, and relies on a full calendar of national and regional meetings, workshops, and conferences to bring those partners together. The candidate will plan and execute NIDIS-hosted meetings and events, from venue selection through real-time troubleshooting, and will coordinate travel arrangements for invited attendees, speakers, and facilitators. This position requires solid event-logistics fundamentals, sound judgment under time pressure, and the ability to manage multiple concurrent events in a fast-moving, deadline-driven environment while coordinating across NIDIS staff, presenters, partners, and stakeholders. The Event Coordinator will work closely with, and receive guidance and support from, the Program Manager and broader NIDIS team, with growth opportunity to take on greater independent ownership of meeting logistics over time.

Responsibilities

Specific duties will include:

• Coordinate meeting logistics and onsite event management activities for NIDIS meetings, workshops, and conferences, with support and oversight from the Program Manager, to ensure seamless execution, including:
• Venue identification and selection
• Contract and vendor coordination
• Room setup planning
• Signage
• Registration check-in operations
• Develop and maintain detailed meeting and event schedules, work plans, and planning timelines; deliver these to the Government 60 days before each meeting for review and approval and provide last-minute adjustments as soon as they are known.
• Coordinate with NIDIS staff, presenters, partners, and stakeholders as needed to reinforce onsite or virtual meeting objectives and logistics.
• Maintain action item tracking for meeting logistics and decisions around meeting scope.
• Coordinate travel arrangements and process reimbursement documentation for invited attendees, speakers, and facilitators in accordance with applicable travel policies, including:
• Travel logistics coordination, finalized at least 7 days before the start of travel
• Lodging arrangements, finalized at least 7 days before the start of travel
• Preparation of travel documentation
• Support both in-person and hybrid/virtual participant engagement, coordinating with the Technical Production Specialist and venue AV teams as needed.
• Partner with the Program Manager and broader NIDIS team at standing coordination sessions to keep planning on a rolling, forward-looking calendar.
• Support preparation of status reporting, presentations, and other program-management documentation related to meeting planning and travel coordination.
• Paid Time Off Starting at 80 hrs/yr, 11 Federal holidays, and 40 hrs/yr Sick Leave
• 401K with up to 4% employer matching contribution
• Flexible spending account
• Health savings account

Job Requirements

• Associate's degree or equivalent experience; bachelor's degree preferred.
• 2+ years of experience in event or meeting logistics coordination.
• Some experience supporting multi-stakeholder meetings, workshops, or conferences, including venue coordination, vendor/contract support, or onsite event assistance.
• Exposure to travel logistics coordination and/or reimbursement documentation for attendees, speakers, or facilitators.
• Comfortable supporting hybrid or virtual meeting logistics in coordination with AV/production staff.
• Strong organizational skills, attention to detail, and sound judgment under time pressure.
• Ability to manage multiple concurrent tasks and timelines while working under the guidance of the Program Manager and senior team members.
• Conversant in MS Office products, Google Workspace, and task-tracking or project-management tools.
• Good oral and written communication skills.

Desired Experience: Experience supporting event logistics for a federal science or environmental agency (e.g., NOAA), and familiarity with government meeting-planning and travel-policy requirements. This role is well-suited to a candidate early in their event-coordination career who is looking to grow into greater independent ownership; STC's Program Manager and event-coordination bench provide ongoing mentorship and support.

We are equal opportunity/affirmative action employers, committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected veteran status, or any other protected characteristic under state or local law.