Public Affairs Events & Expo Coordinator

Viderity Inc.; Alexandria (VA); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

On-site at NSF

Job summary

Viderity Inc. in Alexandria, VA seeks an Events Coordinator to plan and execute meetings, conferences, outreach events, and trade show exhibits for OLPA at NSF.

You’ll manage logistics, vendor relations, shipping, inventory, RSVP, and speaker prep for in-person and virtual components. The role requires a Bachelor's degree and five years of experience with trade-show style events, strong logistics, and proficiency with Adobe Creative Cloud and MS Office; ability to lift 50+ lbs; travel and

Qualifications

• Bachelor's degree or equivalent from a four-year college.
• Five years of professional experience with trade show style events and exhibits.
• Expert level experience in shipping and receiving logistics (direct to site, advanced warehouse, overnight, event-to-event).
• Demonstrated expert experience with major trade exposition companies, including sourcing materials and services, and coordinating logistics.
• Demonstrated expert experience in customer service.
• Expert level experience with Adobe Creative Cloud and Microsoft Office.
• Experience with asset management systems.
• Ability to gather requirements from stakeholders and work both collaboratively and independently.
• Ability to lift 50+ lbs for on-site events and exhibits.
• Willingness to travel and to work early mornings, evenings, or weekends.

Responsibilities

• Provide logistics support for meetings, events, and conferences including venue, signage, invitations, and attendance.
• Research event requirements so NSF Director and OLPA staff are prepared for audiences and stakeholders.
• Coordinate offsite venues nationwide and arrange security with venue and NSF.
• Oversee venue contracts, signage, decor, shipping, and catering for events.
• Design and manage expo booths and activation kits with vendors and partners.
• Forecast inventory of outreach materials and exhibit equipment.
• Manage invitations and RSVPs via platforms like Eventbrite; prep speakers and moderators.
• Handle quick-turnaround requests and manage multiple events simultaneously.
• Provide on-site setup, breakdown, and support at events.
• Develop run-of-show documents, timelines, weekly reports, surveys, and after-action reports.
• Adapt event plans to virtual platforms and ensure Section 508 compliance.

Skills

Event logistics

Vendor coordination

Project management

Customer service

Education

Bachelor's degree or equivalent

Tools

Adobe Creative Cloud

Microsoft Office

Job description

Viderity Inc. in Alexandria, VA seeks an Events Coordinator to plan and execute meetings, conferences, outreach events, and trade show exhibits for OLPA at NSF.

You’ll manage logistics, vendor relations, shipping, inventory, RSVP, and speaker prep for in-person and virtual components. The role requires a Bachelor's degree and five years of experience with trade-show style events, strong logistics, and proficiency with Adobe Creative Cloud and MS Office; ability to lift 50+ lbs; travel and