Job Description
The Event Coordinator (PM) will support a busy conference services team by planning and executing high-visibility meetings, events, and customer engagements. This contract position focuses on end-to-end logistics management, from initial planning and budgeting through onsite coordination and post-event follow-up. The role requires a detail-oriented professional who can work independently, communicate clearly, and deliver a high level of service to internal stakeholders and guests.
Responsibilities
- Collaborate with the Conference Services team to provide comprehensive logistics management for onsite and occasional offsite company events and customer engagements.
- Plan and coordinate all event logistics, including pre-event preparation, event-day support, and post-event wrap-up.
- Provide onsite staffing and support during events to ensure smooth execution and a positive attendee experience.
- Perform administrative coordination such as creating and organizing online and paper files, maintaining task and to-do lists, and following company protocols and business meeting and catering policies.
- Track budgets and costs for events, ensuring accurate documentation and alignment with established guidelines.
- Manage catering logistics, including menu selection, order submission, and payment processing in accordance with company procedures.
- Coordinate audio-visual logistics and work closely with in-house AV technicians to ensure all technical requirements are met.
- Oversee conference room setup and management, including room layouts, seating arrangements, and equipment placement.
- Coordinate production and distribution of event deliverables such as name tags, name tents, agendas, programs, slide decks, speaker biographies, and signage.
- Arrange group ground transportation and VIP parking logistics as needed for events and special guests.
- Support coordination of overnight sleeping room blocks for groups and meetings when required.
- Process supplier invoice payments and reconcile charge card expenses, including collecting and submitting all required backup documentation.
- Provide occasional support in Cvent, including creating event invitations, registration websites, and post-event surveys.
- Use the EMS Event Management System to schedule conference rooms and log event requirements, including catering needs, room layouts, and AV requirements.
- Use the Visitor Management System for registering and managing non-employee event attendees, in line with site protocols.
- Conduct post-event evaluations, including online customer surveys, lessons-learned reviews, and debrief or “hot-wash” meetings.
- Deliver concierge-level, white-glove customer service to internal stakeholders, guests, and event attendees.
- Maintain knowledge of and adhere to company policies, procedures, ethical guidelines, and applicable Federal Government regulations.
- Communicate clearly and professionally in both written and verbal formats, proactively sharing information and asking questions when needed.
- Demonstrate a dependable, proactive, and assertive approach to work, consistently following through on commitments and deadlines.
- Support occasional evening and weekend events and work extended hours when needed to meet event requirements.
- Adhere to safety and physical requirements, including avoiding solo lifting beyond 25 pounds.
- Proven experience in event coordination or event planning, with a focus on logistics and onsite support.
- Ability to work independently with minimal supervision while staying highly organized and accountable.
- Strong written and verbal communication skills, with a professional and proactive communication style.
- High level of attention to detail and accuracy in planning, documentation, and execution of events.
- Ability to manage multiple tasks and priorities simultaneously and flex with changing business requirements.
- Proficiency with Canva or similar design tools for creating simple event materials and visual assets.
- Experience using Cvent or similar event management platforms for invitations, registrations, and surveys.
- Familiarity with conference room setup and event management tools, such as Social Tables or comparable software.
- Comfort working with event management and scheduling systems, including logging detailed event requirements.
- Strong organizational skills, including maintaining files, records, and to-do lists in both digital and paper formats.
- Punctuality and reliability, with a track record of meeting deadlines and being prepared for meetings and events.
- Commitment to delivering high-quality, concierge-level customer service to stakeholders and guests.
- Experience with Social Tables conference room setup software is preferred but not required.
- Experience with Cvent for building event invitations, registration sites, and post-event surveys is highly beneficial.
- Prior exposure to working with audio-visual teams or supporting AV logistics during events.
- Experience with budgeting and cost tracking for meetings or events.
- Familiarity with event-related invoice processing and charge card reconciliation.
- Comfort coordinating group transportation, VIP parking, and hotel room blocks for events.
- Ability to ask thoughtful questions and provide constructive feedback to improve processes and event outcomes.
- Demonstrated eagerness to learn, adapt, and support a collaborative team environment.
- Ability to work occasional evenings, weekends, and extended hours to support event schedules.
- Capability to adhere to site and corporate policies, procedures, and ethical guidelines.
This is a contract position with the possibility of extension and potential conversion to a full-time role, depending on business needs. The standard work schedule is Monday through Friday from 8:00 a.m. to 5:00 p.m., with the ability to work overtime and occasional evenings or weekends to support events. Work takes place primarily at a corporate facility that hosts high-visibility meetings and events, with most events onsite and occasional offsite functions such as employee picnics. The environment is professional, fast-paced, and service-oriented, with a strong emphasis on collaboration and high-quality customer service. Team members use tools such as Canva, Cvent, Social Tables (or similar software), event management systems, and visitor management systems, as well as standard office and conferencing technology. Free onsite parking is available. The role involves typical office and event-site movement and requires adherence to safe lifting practices, with no solo lifting exceeding 25 pounds.
Job Type & Location
This is a Contract position based out of Reston, VA.
Pay and BenefitsThe pay range for this position is $30.00 - $31.00/hr.
Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)
This is a fully onsite position in Reston,VA.
Application DeadlineThis position is anticipated to close on Jun 16, 2026.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
Posting ID: JP-006091829
