Remote Event Coordinator for Federal Science Meetings

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

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.