Strategic Events Specialist, U.S. Government Agency

About the Position

The Strategic Events Specialist supports the planning, coordination, and execution of the Agency’s strategic events portfolio. This role provides end-to-end event delivery—including concept development, project management, logistics, vendor coordination, run-of-show development, and on-site execution—for internal and external engagements that advance Agency priorities and stakeholder relationships. The Specialist ensures events align with Agency branding and messaging, comply with applicable policies and procedures, and are delivered on schedule and within approved budgets.

Responsibilities

• Plan and execute strategic events (in-person, virtual, and hybrid), including ceremonies, roundtables, panels, receptions, press events, stakeholder briefings, and conferences
• Develop event plans, timelines, task trackers, and production schedules to ensure coordinated execution across internal teams and external partners.
• Support event concept development by translating communication objectives into event formats, audience strategies, and program designs that achieve desired outcomes
• Draft and manage event documentation, including run-of-show, agendas, invitation lists, RSVP tracking, talking points requests, briefing notes, and staffing plans.
• Coordinate event logistics, including venue research and selection, room setups, A/V and staging needs, accessibility considerations, transportation, and guest flow.
• Manage vendor and partner coordination (e.g., venues, caterers, A/V, printers, production teams), including requesting quotes, tracking deliverables, and monitoring deadlines and
• Support budget planning and tracking for events, including maintaining cost estimates, reconciling invoices, and ensuring expenditures align with approvals and contract requirements.
• Coordinate internal clearances and approvals for event materials and execution requirements, including invitations, programs, signage, speaker participation, and branded collateral.
• Support speaker management, including outreach coordination, confirmation tracking, biography collection, headshots, and day - of speaker readiness and cueing.
• Collaborate with communications colleagues to ensure events are integrated with broader communications plans, including media engagement, social content capture, and post-event amplification.
• Support event-related content and production needs such as signage, printed materials, name badges, scripts, slide coordination, and event photography/videography requests.

Qualifications

• Bachelor's degree in communications, public relations, marketing, event management, hospitality, international affairs, or related field.
• Minimum of 2-3 years of experience in event planning and execution, preferably supporting executive-level, government, or high-visibility stakeholder events.
• Strong project management, organizational, and attention-to-detail skills.
• Excellent written and verbal communication skills.
• Demonstrated ability to manage multiple events and priorities in a fast-paced environment with tight deadlines.
• Strong interpersonal skills and ability to work effectively with senior stakeholders, vendors, and cross-functional teams.
• Proficiency with common event tools (e.g., RSVP management, virtual event platforms) and Microsoft Office.
• The contractor shall be a U.S. Citizen and have the ability to obtain and maintain a Public Trust clearance or higher.