Event and Speaker Coordinator

*This is onsite position in Tysons Corner, VA*

Hours: M-F 8:30 am-4:30 pm plus events (We NEVER do events on the weekends, only Tues/Wed/Thurs)

Salary: $55K plus $5K bonus ($60K total)

This is a role to help plan dinner events and book the speakers for the events.

Do you love Event planning? Do you want to meet and be connected with the Who's Who of GovCon, Government, and Military commands? Executive Mosaic is seeking an enthusiastic, high-energy, Event and Speaker Coordinator to assist with booking speakers for our events and managing part of our membership based executive leadership program. The members are senior executives in the government contracting industry. This position will place you In the midst of the high-powered people and events in the Washington DC GovCon sector. The successful candidate will be working directly with the speakers, organizing enlightening govcon events.

Some of the agencies and branches we work with include.

• DOD
• FBI
• U.S. Army
• U.S. Navy
• U.S. Air Force
• U.S. Space Force
• CIA
• NSA
• NGA
• DHS
• DCMA
• S. Department of State
• Joint Chiefs of Staff
• NCSC
• NASA
• And others including the Private Sector & Education

As a company we currently book over 150 speakers per year across our events and are growing rapidly. We are looking for a Speaker Coordinator who can not only assist us with our growth but work to improve the process. The successful candidate will work with the speaker while also coordinating holistically around the event logistics, marketing, registration, promotions, etc.Our events team is looking for an outgoing, friendly, highly-organized, driven, self-starter to help make this continued expansion a reality. You will be an integral part of the events team and will help with event day coordination and speaker preparation and will ensure we are well-organized, ethics compliant, and have completed the appropriate paperwork required.

You must be able to work independently while coordinating alongside the other team members in order to book speakers, run speaker briefings, schedule meetings, and related logistics while following along a well-documented event and speaker coordination program. In addition to coordinating speakers, you will also manage 10 of our 4x24 Leadership Program groups. The 4x24 groups are comprised of senior leadership at top government contracting firms in the northern Virginia area.

As a 4x24 Group Coordinator you will interact with the members on a daily basis and assist in getting them to attend 4x24 events by communicating regularly via email, phone, and event invitations.

Event and Speaker Coordinator Responsibilities:

• The goal is to research and assist with the coordination of speakers for 10 4x24 groups
• Manage the memberships and events for 10 4x24 groups
• Book roughly 4-5 speakers each month and ensure they are prepared for our 4x24 events
• We will be having events either virtually or in person regularly throughout the year and require precision scheduling
• Research and Identify relevant topics and potential speakers every week
• Attend our Executive Mosaic in-person events to understand our audience and experience our events
• Work with the events team to coordinate the event set up, run of the show, etc
• Send out welcome letters, event invitations, and event reminders to 4x24 group members
• Respond to 4x24 member inquiries and follow up with all member emails
• Identify trends in the government contracting space and plan events around the latest in Washington
• When required, send all speaker requests to the Public Affairs Office, Ethics Committee, etc
• Prepare speakers and their teams with Speaker prep calls prior to every event
• Maintain accurate Salesforce.com records on our speakers - continuously update contact information, handler info, etc
• Leverage our many existing relationships to identify and secure future speakers
• Connect with speakers and speakers' POC prior to all events
• On event days, you will be managing check-in and registration for 4x24 members, for virtual events, you will be "behind the scenes" to ensure the speakers are able to make it onto the web platform

Event and Speaker Coordinator Qualifications:

• Bachelor's Degree required
• 3+ years of experience in events or an administrative office position (Executive Assistant, Office Administrator, etc)
• Proficient in Microsoft Office - Word, Excel
• Experience with SalesForce.com CRM (1 year)
• High organized, and responsible, you must be able to track and manage multiple events and their timelines simultaneously
• Excellent oral and written communication
• Research ability to help find the best speakers and sponsors

Job Type: Full-time

• 401(k)
• 401(k) matching
• Dental Insurance
• Health insurance
• Paid time off
• Vision Insurance

Schedule:

• Monday to Friday 8:30AM - 4:30PM plus events

Ability to commute/relocate;

• Tysons Corner, VA 22182: Reliably commute or planning to relocate before starting work (Required)

Event and Speaker Coordinator Experience:

• Events management: 3 years (Preferred)
• Speaker Coordinator: 3 years (Preferred)

Job Type: Full-time

Pay: $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental pay types:

• Commission pay

Ability to commute/relocate:

• Vienna, VA 22182: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Please describe past event experience in 2-3 sentences.
• When are you available to start this position?
• This is an onsite position in Tysons Corner. This position requires you to be in the office 3 days per week at a minimum, please confirm that you know this is not a remote position.

Experience:

• Events management: 2 years (Required)

Work Location: In person

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