Events Project Manager
Viderity Inc.
full-time
Posted on:
Location Type: Remote
Location: District of Columbia • United States
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Tech Stack
About the role
- Lead the planning, coordination, and execution of meetings, conferences, outreach events, and trade show exhibits.
- Provide logistical support for internal and external events, including venue management, signage, invitations, attendance tracking, and other operational requirements.
- Research event requirements and context to ensure leadership and staff are prepared to engage effectively with stakeholders and event audiences.
- Recommend appropriate venues and event formats such as expos, networking sessions, breakout sessions, and concurrent sessions to support outreach objectives.
- Manage multiple high-profile events simultaneously and respond to time-sensitive or quick-turnaround requests.
- Oversee venue coordination including contracts, electrical services, internet, rentals, décor, signage, and catering arrangements.
- Coordinate building security requirements with venue staff and internal stakeholders.
- Manage shipping and receiving logistics for event materials, including direct-to-site delivery, advanced warehouse shipments, overnight shipping, and event-to-event transfers.
- Provide on-site support including event setup, breakdown, equipment coordination, and troubleshooting to ensure events run smoothly.
- Coordinate purchasing of event-related materials and ensure documentation and reporting are completed following events.
- Coordinate design, development, and implementation of trade show exhibits and experiential activations.
- Manage relationships with expo organizers, trade show vendors, and exhibit production partners.
- Oversee the design, build, management, shipping, storage, setup, and breakdown of expo-style booth exhibits or activation kits.
- Provide recommendations for booth design, exhibit displays, engagement strategies, and visitor experiences aligned with event objectives.
- Manage inventory of outreach materials, educational resources, and exhibit assets.
- Coordinate invitation management, RSVP tracking, and attendee engagement using event platforms such as Eventbrite or similar tools.
- Identify and recommend speakers, moderators, or facilitators for events.
- Manage speaker communications including collection of biographies, headshots, and presentation materials.
- Coordinate speaker preparation including event briefings, agendas, background information, logistics details, and rehearsal sessions.
- Develop and distribute event surveys, analytics, and performance reports.
- Prepare detailed after-action reports documenting event outcomes, insights, and recommendations.
- Provide weekly updates and participate in status meetings with project stakeholders.
Requirements
- Expert-level proficiency with Adobe Creative Cloud (e.g., Illustrator, InDesign, Photoshop) for design of event materials, exhibits, and signage.
- Expert-level proficiency with the Microsoft Office Suite, including PowerPoint, Excel, Word, and Outlook.
- Demonstrated ability to gather requirements from stakeholders and translate objectives into actionable event plans.
- Ability to work collaboratively within cross-functional teams as well as independently on assigned projects.
- Ability to interpret and execute creative direction from leadership and stakeholders.
- Expert-level experience with asset management systems to organize and maintain event materials and digital assets.
- Demonstrated expertise working with major trade exposition companies, including managing vendor relationships, purchasing materials and services, and coordinating logistics.
- Proven ability to manage complex shipping and receiving logistics, including advanced warehouse shipments and event-to-event transfers.
- Ability to develop comprehensive after-action reports documenting event outcomes and recommendations.
- Bachelor’s degree or equivalent from an accredited four-year college or university.
- Minimum seven (7) years of professional experience supporting trade show-style events, exhibits, and large-scale outreach initiatives.
- Expert-level experience with project management and planning software used to manage event timelines, resources, and logistics.
- Expert-level experience managing shipping and receiving logistics, including direct-to-site shipping, advanced warehouse shipments, overnight delivery, and event-to-event transfers.
- Demonstrated expertise working with major trade exposition companies, including vendor management, logistics coordination, and procurement of event materials and services.
- Professional experience managing large teams responsible for event operations, logistics, and exhibit support.
- Expert-level knowledge of current best practices for demonstrations, trade show exhibits, and experiential event spaces.
Benefits
- Competitive hourly rate (commensurate with experience)
- Flexible, remote work arrangement
- Opportunity to contribute to a high-impact, federally mandated modernization initiative
- Collaborative environment with direct visibility on a nationally recognized federal program
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
Adobe Creative CloudIllustratorInDesignPhotoshopMicrosoft Office SuitePowerPointExcelWordOutlookproject management software
Soft Skills
collaborationstakeholder engagementcreative direction interpretationlogistics coordinationevent planningteam managementcommunicationproblem-solvingtime managementreporting
Certifications
Bachelor's degree