Strategic Special Events & Protocol Coordinator

Smithsonian Institution; Washington (District of Columbia); On-site; USD 71,000 - 80,000; Full time

Job summary

The Smithsonian Institution in Washington, DC seeks a Special Events and Conference Coordinator to plan and execute high-profile events and conferences. You will coordinate with senior leadership, government officials, donors, and external partners to deliver seamless programs within budget and policy guidelines.

Responsibilities include developing event plans, managing logistics, coordinating invitations and VIPs, and ensuring compliance with Smithsonian protocols.

Qualifications

• Knowledge of special event and conference planning principles, logistics, venue coordination, and protocol requirements.
• Ability to manage multiple assignments, meet deadlines, and deliver high-quality work under pressure.
• Strong written and oral communication skills for diverse internal and external stakeholders.

Responsibilities

• Plans, coordinates, and executes complex events and conferences with multiple stakeholders.
• Liaises with internal Smithsonian offices and external organizations to ensure successful planning and execution.
• Develops comprehensive event plans covering logistics, timelines, transportation, seating, decor, catering, AV, security, and contingency planning.
• Monitors budgets, cost estimates, contracts, invoices, expenditures, and post-event reconciliations.
• Coordinates vendor selection and oversees contractors for catering, AV, transportation, decor, printing, entertainment.
• Develops project schedules and milestones to keep planning on track.
• Manages invitations, RSVPs, guest lists, seating, and VIP coordination.
• Applies diplomatic protocol for ceremonies involving ambassadors and senior officials.

Skills

Event planning

Diplomatic protocol

Budget management

Coordination with leadership

Communication

Education

Bachelor's degree

Job description

The Smithsonian Institution in Washington, DC seeks a Special Events and Conference Coordinator to plan and execute high-profile events and conferences. You will coordinate with senior leadership, government officials, donors, and external partners to deliver seamless programs within budget and policy guidelines.

Responsibilities include developing event plans, managing logistics, coordinating invitations and VIPs, and ensuring compliance with Smithsonian protocols.