Position Overview
The Event Operations Coordinator is a critical member of the Events Team, responsible for executing high-quality, compliant, and scalable events across in-person, virtual, and hybrid formats. Reporting to the Senior Events Manager, this role drives day-to-day operational execution, ensuring seamless delivery of programs that meet organizational objectives and the heightened expectations of government and defense stakeholders.
The Coordinator supports the full event lifecycle, including planning, logistics, stakeholder coordination, registration management, and post-event reporting. This role requires strong attention to detail, the ability to manage complex logistics, and a structured, process-driven mindset suited for government-facing environments.
Key Responsibilities
Event Planning & Logistics Execution
- Support end-to-end planning and execution of events including tradeshows, conferences, internal programs, and virtual/hybrid events
- Coordinate logistics including: Venue sourcing and RFP development; Room block management and travel coordination; Food & beverage planning; Audio/visual and production requirements; Shipping and material handling
- Ensure all event elements align with government protocols, security considerations, and compliance standards where applicable
Tradeshow & Field Event Management
- Manage full lifecycle tradeshow logistics including: Exhibit coordination; Shipping and drayage; Booth setup and teardown; Power, internet, and A/V requirements; Staff registration, training, and scheduling
- Support execution of in-booth activations and ensure brand consistency and attendee engagement
- Maintain detailed run-of-show documents and logistics trackers
Vendor & Stakeholder Coordination
- Coordinate with internal teams (marketing, sales, leadership) and external vendors to ensure clear timelines, roles, and deliverables
Registration, Communications & Audience Experience
- Own development and management of: Event websites and registration pages (e.g., Cvent), Email campaigns and attendee communications, Pre-event and post-event messaging
- Help ensure accurate, timely, and professional communication, particularly for high-visibility government audiences
- Monitor registration data and proactively flag risks or trends
Virtual & Hybrid Event Support
- Provide logistical and technical support for virtual events using platforms such as: Microsoft Teams, Zoom for Government, Cvent, HubSpot
- Assist with speaker coordination, rehearsal scheduling, and live event support
- Troubleshoot real-time issues to ensure a seamless attendee experience
Project Management & Operational Excellence
- Maintain project plans and timelines using tools such as Monday.com
- Track deliverables, deadlines, and dependencies across multiple concurrent events
- Identify risks early and escalate or resolve proactively
- Contribute to process improvements that enhance scalability and efficiency
On-Site Event Execution
- Serve as an on-site operational lead or support resource: Manage registration desks and attendee flow; Coordinate vendors and venue staff; Resolve real-time issues with professionalism and urgency
- Ensure a high-quality, detail-oriented attendee experience aligned with brand standards
Reporting & Continuous Improvement
- Track and compile event performance metrics including: Attendance and engagement; Campaign effectiveness; Operational outcomes
- Support post-event reporting and debriefs
- Identify opportunities for improvement and contribute to evolving best practices
Impact of the Role
This role directly supports the organization’s ability to:
- Scale events effectively across formats and audiences
- Reduce execution risk in high-touch, high-visibility environments
- Improve attendee experience and brand perception
- Enable senior team members to focus on strategy, innovation, and growth
Qualifications
Required
- Bachelor’s degree in Communications, Marketing, Business, Hospitality, or related field (or equivalent experience)
- Prior experience (internships, summer programs, part-time employment) event coordination, logistics, or related field
- Experience with event platforms such as Cvent or similar registration tools
- Strong organizational skills with high attention to detail
- Ability to manage multiple priorities in a fast-paced environment
Preferred
- Experience supporting government (B2G) or defense-related events
- Familiarity with:
- Federal and military event environments
- Compliance considerations (e.g., accessibility, data handling, security protocols)
- Tradeshow and field marketing experience
- Experience with project management tools (e.g., Monday.com)
Core Competencies
- Operational Excellence: Strong logistics management and execution discipline
- Proactive Planning: Anticipates needs, mitigates risks, and reduces reactive work
- Attention to Detail: Ensures accuracy across communications, registration, and logistics
- Adaptability: Thrives in dynamic, high-demand environments
- Collaboration: Works effectively across teams and with external partners
- Communication: Clear, professional, and audience-appropriate (especially for government stakeholders
Additional Requirements
- U.S. Citizenship required
- Ability to work East Coast hours preferred
- Willingness to travel for on-site event support as needed
Note
Responsibilities may evolve based on business needs, event priorities, and client requirements, particularly within government and defense sectors.
Travel:
- Travel for this position is estimated up to 30%
Equal Opportunity Employer:
NSTXL is an Equal Opportunity Employer. We are committed to providing a workplace free from discrimination and harassment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability, or genetic information.
What We Offer:
We strive to be one of the best places to work in America. We offer competitive salaries and benefits that include:
- Health Insurance: Medical and dental – company pays 92% of premiums for individual coverage and for family coverage
- Vision Insurance: Fully covered
- Retirement Plans: 401(k) with employer match up to 4%
- Paid Time Off: Paid sick and safe leave, paid floating holidays, and generous vacation
- Other:
- Basic Life & AD&D policy company paid
- Voluntary Life
- Flexible & remote work structure
- Wellness reimbursement plan & mental health support
- Community sponsorships
- Donation matching
- Professional development allowance
If you need any accommodation for the interview process, please let us know when we contact you.
We take a geo-neutral approach to compensation within the US, meaning that we pay based on job function and level, not location. We are currently only open to remote employees residing in the following states :AL, CA, CO, DC, FL, IN, MO, NC, NJ, NM, NY, OH, OR, PA, SC, TN, TX, VA, WA, WY