Lead Virtual Event Coordinator for Large-Scale HHS Summit

Arlo Solutions; United States; À distance; USD 70 000 - 110 000; Plein temps

Résumé du poste

Arlo Solutions is seeking an experienced Event Coordinator to support the HHS Office of Acquisitions in planning and running large-scale virtual, hybrid, and in-person events in the Washington, DC area.

The role covers platform setup, registration, live streaming, attendee engagement, and post-event data, requiring calm under pressure and a track record of managing events with 1,000+ concurrent attendees.

Qualifications

• At least 3 years of hands-on experience planning and running virtual and hybrid events, including at least one event with 1,000 or more concurrent virtual attendees.
• Experience supporting federal agency events, especially HHS or other civilian agencies.
• Direct experience with Stova (formerly Aventri). Demonstrated hands-on administration of enterprise event platform, Stova, including registration setup, mobile apps, email campaigns, and attendee reporting.
• Proven experience running live streaming, virtual breakout sessions, and audience engagement tools such as polls, chat, and moderated Q&A.
• Advanced proficiency with virtual meeting platforms such as Microsoft Teams, Zoom/Zoom for Government, and Webex.
• Experience working with AV and production vendors on hybrid setups (cameras, microphones, encoders, streaming feeds).
• Ability to troubleshoot technical issues calmly and quickly under live-event pressure.
• Excellent written and verbal communication skills in English, and the ability to work with senior executives, speakers, vendors, and attendees.
• Must live in the Washington, DC metro area and be able to work on-site in DC or nearby locations as events require.
• Must be legally eligible to work in the United States.
• Must be able to obtain and maintain the required federal background investigation.
• Must be available for occasional early-morning, evening, or extended hours around event dates.

Responsabilités

• Configure, administer, and maintain the online event management platform (Stova) for virtual, hybrid, and in-person attendees, including the branded event site, mobile app, and email campaigns.
• Build and manage registration for all participant types (attendees, speakers, staff, volunteers), and track registration, session interest, and attendance accurately.
• Manage the speaker and session submission, review, and approval workflow within the platform.
• Set up and run live streaming of plenary and breakout sessions for virtual attendees in real time.
• Configure two-way engagement tools, including polls, chat, and Q&A, and monitor them during sessions as directed.
• Coordinate in-room cameras, microphones, virtual meeting links, and dedicated bandwidth with AV and production vendors and Government IT.
• Make sure all plenary sessions are recorded, and the recordings are delivered to the Government.
• Set up and deploy post-event surveys and evaluations, and track engagement hours for continuous learning documentation.
• Contribute to the integrated event plan, run-of-show, and operations plan, especially the virtual and hybrid workstreams, milestones, dependencies, and risks.
• Take part in kickoff and planning meetings and maintain action-item and decision logs.
• Plan and lead technical rehearsals, dry runs, platform tests, and speaker tech checks before each virtual or hybrid event.
• Develop and maintain contingency procedures for platform or AV outages, speaker changes, registration problems, and schedule changes.
• Coordinate with Government event leads, facilities, security, AV/IT staff, speakers, and vendors on technical and logistical readiness.
• Make sure virtual event materials and communications are accessible and conform to Section 508.

Connaissances

Event coordination

Virtual events

Hybrid events

Communication

Vendor management

Formation

Bachelor's degree + 5+ years experience

Outils

Stova

Description du poste

Arlo Solutions is seeking an experienced Event Coordinator to support the HHS Office of Acquisitions in planning and running large-scale virtual, hybrid, and in-person events in the Washington, DC area.

The role covers platform setup, registration, live streaming, attendee engagement, and post-event data, requiring calm under pressure and a track record of managing events with 1,000+ concurrent attendees.