Events Project Coordinator Jobs in Reston, VA (NOW HIRING)

Aptive is seeking a full-time Events Project Manager to support a high-visibility federal client. The Events Project Manager provides strategic, logistical, and operational leadership to ensure the successful planning and execution of conferences, trade shows, exhibits, and outreach events. This role oversees event planning, logistics coordination, stakeholder engagement, and team management to deliver high-quality events that effectively communicate the organization's mission and initiatives.

The Events Project Manager role requires a proactive leader and problem solver with significant experience managing trade show style events and large-scale exhibits. This position requires an individual who can oversee complex event logistics, coordinate with vendors and stakeholders, manage event teams, and ensure all event components-from planning through execution and post-event reporting-are delivered efficiently and professionally.

In this role, the Events Project Manager will lead the planning and coordination of events, manage vendor relationships and logistics operations, oversee shipping and inventory management for exhibit materials, and ensure alignment between event objectives and communications strategies. The individual will work closely with internal teams, leadership, vendors, and event partners to ensure seamless event execution and continuous improvement across events.

This is a contingent hire position.

This position is located in the Washington, DC metro area. Some onsite work or travel to the client site for meetings is expected.

The expected compensation at the time of requisition creation, is between $100,000 and $110,000.00.  The position offers with medical, dental and vision coverage.  Additional benefits such as 401K, disability insurance and PTO are provided as well

• Lead the planning, coordination, and execution of conferences, trade shows, exhibits, and outreach events.
• Gather event requirements from stakeholders and translate them into actionable event plans and logistics strategies.
• Manage relationships with trade exposition companies, vendors, and service providers to coordinate logistics, materials, and services for events.
• Oversee shipping and receiving logistics for event materials, including direct-to-site shipping, advance warehouse shipments, overnight shipments, and event-to-event shipping.
• Coordinate exhibit materials, displays, signage, promotional items, and booth assets to ensure readiness for events.
• Maintain and manage event-related digital assets using asset management systems.
• Utilize project management and planning software to coordinate schedules, resources, and event deliverables.
• Collaborate with internal stakeholders and creative teams to implement event concepts and respond to creative direction.
• Lead and coordinate event teams and contractors to ensure successful event preparation and on-site execution.
• Monitor event logistics and resolve operational issues during planning and execution phases.
• Develop and maintain event planning documentation including timelines, run-of-show documents, inventory forecasts, and event checklists.
• Track event materials inventory and oversee procurement of materials and services.
• Prepare and deliver detailed after-action reports following each event to document results, lessons learned, and recommendations for improvement.
• Ensure events align with current best practices for exhibits, demonstrations, and engagement spaces.

• Bachelor's degree or equivalent from a four-year college.
• Minimum 7 years of professional experience managing trade show style events and exhibits.
• Portfolio of samples required, samples must include 3-5 pictures of expo-style booths they have managed, sample inventory forecasting report (e.g., PDF, dashboard, system-generated report), and a sample event checklist.
• Demonstrated expert level experience with project management and planning software.
• Demonstrated expert level experience managing shipping and receiving logistics, including direct-to-site shipping, advance warehouse shipments, overnight shipments, and event-to-event shipping.
• Demonstrated expert level experience working with major trade exposition companies, including managing relationships, purchasing materials and services, coordinating logistics, and supporting related event activities.
• Demonstrated expert level experience managing large teams and coordinating event staff and contractors.
• Expert level experience using Microsoft Office Suite products.
• Expert level experience using Adobe Creative Cloud suite of products.
• Demonstrated experience working with asset management systems to manage event materials and digital assets.
• Ability to gather requirements from stakeholders and work collaboratively within a team as well as independently on assigned projects.
• Ability to take creative direction from stakeholders and incorporate feedback into event planning and execution.
• Demonstrated ability to manage shipping and receiving logistics across multiple event environments.
• Ability to develop detailed after-action reports and post-event documentation.
• Ability to work in a fast-paced environment and respond effectively to changing priorities.
• Ability to obtain and maintain a Public Trust clearance.
• Legal authorization to work in the United States.

• Experience supporting high-profile federal government conferences, exhibits, or outreach events.
• Experience managing large-scale exhibit booths and interactive demonstration spaces.
• Familiarity with current best practices for demonstrations and exhibit spaces.
• Strong leadership and team management skills.
• Strong analytical, organizational, and time management skills.
• Ability to manage multiple complex events simultaneously.
• Ability to communicate clearly with leadership, stakeholders, vendors, and team members.
• Experience managing event budgets, procurement, and vendor coordination.
• Ability to communicate thoughts, ideas and solutions logically both written and orally.
• Ability to stay calm under pressure and in a fast-paced environment.
• Ability to receive feedback from clients and implement changes quickly and effectively.
• Ability to get up to speed quickly on complex issues.
• Desire to work in a fast-paced, rapidly evolving environment.

The National Science Foundation (NSF) communicates and shares information about the activities, programs, research results, and policies of the Foundation with internal and external audiences and stakeholders including Congress, the news media, state and local governments, other federal agencies, and research and education communities. NSF's efforts to build awareness and promote the benefits of federally funded science and engineering translate into multimedia, web, and other outreach activities that inform policy makers, the media, and the American taxpayers about the value and impact of NSF-supported research and activities. These activities make NSF's investments in science, technology, engineering, education, and mathematics readily available and easily understandable to stakeholders. 

Aptive partners with federal agencies to achieve their missions through improved performance, streamlined operations and enhanced service delivery. Based in Alexandria, Virginia, we support more than a dozen agencies including Veterans Affairs, Transportation, Defense, Homeland Security and the National Science Foundation.

We specialize in applying technology, creativity and human-centered services to optimize mission delivery and improve experiences for millions of people who count on government services every day.

Founded: 2012Employees: 300+ nationwide

Aptive is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, national origin, religion, creed, sex, sexual orientation, gender identity, marital status, parental status, veteran status, age, disability, or any other protected class.

Veterans, members of the Reserve and National Guard, and transitioning active-duty service members are highly encouraged to apply.