Event Coordinator

Job Description

XMSTART is looking to add an experienced and strategic full-time Event Coordinator to our team, in Chantilly, VA. This position is 100% onsite.

Requirements

Responsibilities:

Manage all aspects of event logistics, from scheduling and registration to on-site facilitation/stakeholder coordination for the Systems Engineering Directorate (SED).

Oversee event scheduling, venue selection, managing registration systems, attendee tracking and the coordination of audiovisual setup.

Provide on-site and virtual support during conferences, ensuring seamless execution, technical troubleshooting, and effective facilitation.

Document key discussions, record meeting minutes, and coordinate with internal and external stakeholders to ensure clear communication and compliance with security and privacy policies.

Provide logistical support, such as preparing name badges, distributing materials, and coordinating travel arrangements when needed.

Demonstrate strong project management skills, attention to detail, and the ability to handle multiple tasks simultaneously.

Deliver high-quality events by tracking post-event metrics, gathering participant feedback, and recommending improvements for future engagements.

Qualifications:

5-10+ years of relevant experience; Event Coordination required

Strong organizational and critical thinking skills

Strong interpersonal and communication skills

Desired Qualifications:

Excellent oral and written communication skills

Experience in managing enterprise level events (200+ attendees)

Strong written correspondence skills

Ability to synthesize complex actions and adhere to tight deadlines

Ability to communicate to internal (or external) collaborators with different backgrounds and disciplines

Ability to work independently with minimal supervision.

Strong organizational skill and ability to handle a fluctuating workload and multiple priorities

Education:

Bachelor’s or Master's Degree

Security Clearance Requirements:

Active TS/SCI with CI Poly

Reinvestigation date within 7 years if not an active NRO employee

Full-time