Federal Events Coordinator — Hybrid & Travel-Ready

Potomac Haven, Inc.; Alexandria (VA); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Simple IRA with company match

Educational, training, and cert. reass

Disability insurance

Paid time off; federal holidays

Job summary

Potomac Haven, Inc. is seeking an Events Coordinator to plan and execute meetings, conferences, expos, and exhibits for a federal client.

You will support agency leadership, executives, staff, speakers, and guests with white-glove service and ensure readiness for engagement across in-person, virtual, and hybrid formats. The role requires strong project management, communication, and vendor-management skills, with occasional domestic travel to events such as SXSW and CES.

Qualifications

• Bachelor’s degree in hospitality management, hospitality and tourism management, business administration, marketing, communications or a related field; OR 10+ years of experience in lieu of degree
• Minimum 8+ years of progressive experience planning and executing events of 100 attendees or more
• Minimum 5+ years of experience managing expositions and trade-show activities such as SXSW, CES, etc.
• Exceptional project management, communication (spoken and written), and customer service skills
• Preference given to candidates with Certified Meeting Planner (CMP) certification
• Tech-savvy and proficient in various types of event software as well as standard office software
• Ability to work collaboratively with a team as well as independently on assigned projects
• Ability to lift 50+ lbs. for event setup and breakdown
• Ability to travel domestically for event support
• Must be able to provide references

Responsibilities

• Provide comprehensive run of show planning for internal and external meetings, events, conferences, and exhibits, venue selection and coordination, speaker coordination and invitations, trade show and exhibits design, meeting collateral, onsite support, compliance, and reporting.
• Review and research event objectives, audiences, and stakeholder context to ensure federal staff are fully prepared for effective engagement and outreach.
• Work closely with communications team to manage, track, and forecast inventory of educational resources, outreach materials, exhibits, and equipment, coordinating with vendors and partners.
• Ensure all event materials, exhibits, and interactive experiences comply with federal requirements (e.g., Section 508).
• Adapt planning and execution for in-person events to hybrid and virtual formats. Proficient in setting up and managing virtual meeting spaces, breakout rooms, polls, whiteboards, and other interactive components; moderating or engaging with participants in chat.
• Collaborate with public affairs, congressional, and facility security teams as needed for speakers, guests, media, and special intergovernmental guests.
• Travel on occasion to support events, primarily within the United States, such as SXSW, Consumer Electronics Show (CES).
• Oversee end-to-end planning and project management for multiple high-profile events concurrently; manage suppliers and budgets.

Skills

Project management

Communication

Customer service

Team collaboration

Physical lifting

Domestic travel

Education

Bachelor's degree or equivalent (hospitality/related)

Tools

Event software

MS Office

Job description

Potomac Haven, Inc. is seeking an Events Coordinator to plan and execute meetings, conferences, expos, and exhibits for a federal client.

You will support agency leadership, executives, staff, speakers, and guests with white-glove service and ensure readiness for engagement across in-person, virtual, and hybrid formats. The role requires strong project management, communication, and vendor-management skills, with occasional domestic travel to events such as SXSW and CES.