Event Planning Assistant Jobs in Reston, VA (NOW HIRING)

Regional Event Manager Location: Herndon, VA (Hybrid) Clearance: None Travel: 50% CONUS About the Opportunity Stillwater Human Capital is seeking an experienced Regional Event Manager to support a federal customer by coordinating and leading the execution of recruiting and outreach events throughout an assigned geographic region. This position serves as the onsite lead for recruiting events and is responsible for managing all phases of event planning and execution-from pre-event logistics through onsite operations and post-event closeout. The Regional Event Manager works closely with company program management, customer stakeholders, event organizers, venue personnel, recruiting teams, and support staff to ensure every event is professionally executed and operationally ready. The ideal candidate is a detail-oriented operations professional who thrives in a fast-paced environment, enjoys solving problems in real time, and has experience coordinating multiple stakeholders while ensuring a seamless event experience. --- Key Responsibilities Event Planning & Coordination • Manage all pre-event planning activities from event intake through onsite execution. • Serve as the primary liaison with event organizers, venue representatives, and customer stakeholders. • Register event participation and coordinate booth reservations. • Coordinate venue logistics, including electrical service, internet connectivity, audiovisual equipment, furniture, shipping, and facility requirements. • Coordinate parking, facility access, badges, credentials, and other site-specific requirements. • Develop Event Execution Plans, planning schedules, and Event Coordination Checklists. • Maintain assigned regional event calendars and planning schedules. • Ensure all planning activities are completed on schedule and in accordance with established operational standards. --- Onsite Event Leadership • Serve as the onsite lead for assigned recruiting events. • Manage event setup and ensure recruiting booths are professionally presented and compliant with branding standards. • Direct onsite event support personnel and coordinate day-of-event activities. • Monitor event readiness and ensure staffing, equipment, and materials are available before event start. • Coordinate with venue personnel to resolve logistical or operational issues. • Provide operational support to event staff and client throughout the event. • Oversee event breakdown, material inventory, and return shipment activities. • Complete onsite closeout activities and ensure event spaces are restored according to venue requirements. --- Staffing & Operational Support • Manage and coordinate regional event staffing plans and schedules. • Coordinate local event support personnel, temporary staff, and surge staffing resources. • Assist with onboarding and orientation of event support personnel. • Provide travel coordination inputs for recruiting and event staff. • Ensure staff assignments, schedules, and operational expectations are communicated prior to each event. • Support the Program Manager with staffing coordination and operational readiness. --- Stakeholder Coordination & Reporting • Maintain regular communication with Program Management, recruiting personnel, venue representatives, and customer stakeholders. • Escalate operational issues and coordinate timely resolution. • Prepare Event Completion Reports, Incident Reports, and After-Action Reports. • Document operational issues, lessons learned, and recommendations for continuous improvement. • Maintain accurate planning documentation and event records. --- Required Qualifications • Bachelor's degree in Business Administration, Event Management, Operations Management, Communications, or a related discipline, or equivalent professional experience. • Minimum of 3-5 years of experience in event coordination, logistics, operations, project coordination, or program support. • Experience coordinating recruiting events, conferences, trade shows, or other large-scale events. • Experience coordinating multiple stakeholders, vendors, and onsite event personnel. • Strong organizational, communication, and problem-solving skills. • Ability to manage multiple priorities in a fast-paced environment while maintaining exceptional attention to detail. • Proficiency with Microsoft Office Suite and project or event management tools. • Ability to travel domestically up to 50%, based on event schedules. --- Preferred Qualifications • Experience supporting federal government customers or customer-facing operations. • Experience coordinating nationwide recruiting or outreach events. • Project Management, Event Management, or Meeting Planning certification. • Experience coordinating geographically dispersed teams and event operations. • Knowledge of event logistics, venue coordination, and operational planning best practices. --- Core Competencies • Event Planning & Coordination • Onsite Event Leadership • Venue & Logistics Coordination • Staff Coordination • Operational Readiness • Stakeholder Management • Schedule & Resource Planning • Problem Solving • Communication & Collaboration • Customer Service Excellence --- Working Conditions • Work is performed in both office and event environments, including conference centers, universities, military installations, convention facilities, hotels, and customer locations. • Frequent domestic travel of up to 50% is required to support recruiting events throughout the assigned region. • Position requires extended periods of standing, walking, lifting, and transporting recruiting materials and event equipment weighing up to 40 pounds. • Occasional evening, early morning, and weekend work is required based on event schedules. • Must be able to adapt to changing event environments and manage multiple priorities while maintaining professionalism. • Must be able to obtain and maintain any customer-required credentials, facility access, or security requirements necessary to perform assigned duties. --- Salary Range: $80,000 - $95,000 The above salary range represents a general guideline. Stillwater considers a number of factors when determining base salary offers, such as the scope and responsibilities of the position and the candidate's experience, education, skills, and current market conditions. Depending on the position, employees may be eligible for overtime and/or discretionary bonuses in addition to base pay. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, veteran status, or any other protected class. If you need assistance with the application process due to a disability, please contact us at 571-543-0171