Event Coordinator |Part|Time

Job Title: Executive Briefing Center Onsite Event Coordinator (Part-Time)

Location: Herndon, VA

Contract: W2 (no C2C or C2H at this time)

Job Type: Part-Time (3 days per week, 8-hour shifts; days vary based on event schedule with 24 hours weekly guaranteed) and the possibility for additional hours exceeding 24 hours some weeks if need arises.
• This is a contract role through the end of the year and has opportunity to move to full-time hours in January 2026

Position Summary:

We are seeking a highly organized and detail-oriented Executive Briefing Center Onsite Coordinator to join our team. In this part-time role, you will be responsible for ensuring the seamless execution of executive briefings and events as well as a great customer experience. You will work closely with our telecommunications client's full-time employees (FTEs) to coordinate all aspects of pre-event planning and day-of support, ensuring a high-quality experience for all customer attendees.

Key Responsibilities:

Pre-Event Coordination:
• Schedule and conduct planning calls with our client's FTE briefing owners to understand event requirements and expectations.
• Coordinate and order catering for each event, ensuring all dietary preferences and requirements are met.
• Support speaker coordination by sending calendar invites out to reserve pre-identified speakers for their time slots and locations.
• Reserve meeting rooms on calendar to block for day of briefing, including needed setup time.
• Support speaker coordination by following up on RSVPs and presentations due.
• Create and print agendas using standard templates provided by the company.

Day-Of Support:
• Place printed agendas in briefing rooms before the arrival of customers and attendees.
• Provide on-site concierge support during events, addressing any last-minute needs or changes.
• Act as the primary point of contact on the day of the event, ensuring all logistics run smoothly.
• Provide escalation assistance to FTE briefing managers should issues arise.

Additional Duties:
• Assist with any other day-of-event tasks as required to ensure a successful and professional experience.
• Maintain a high standard of organization and attention to detail in all event-related activities.

Qualifications:

Experience:
• A minimum of 3-5+ years of experience in event coordination.
• Prior experience in event coordination, customer service, or a related field.
• Prior experience working in an executive briefing center or scheduling events with executives strongly preferred.
• Experience working in a corporate environment is a plus.

Skills:
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and handle multiple tasks simultaneously.
• Proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint).
• Familiarity with scheduling tools and software.

Attributes:
• Executive presence and professionalism in dealing with internal and external clients.
• High level of professionalism and customer service focus.
• Flexibility to work on varying days based on event schedules.
• Ability to anticipate needs and proactively address potential issues.
• Action oriented, sense of urgency for timely completions of tasks on short notice.

Working Conditions:
• This is an on-site role requiring physical presence at the Executive Briefing Center in Herndon, Virgina or Peach Tree, Georgia for three days a week, with 8-hour shifts. A minimum of 24 hours is guaranteed, with the possibility of additional hours some week if a high volume of events and briefings are scheduled.
• Onsite workdays will vary on a weekly basis and is based on when briefings are scheduled, and support is needed.
• The majority of briefings occur mid-week on Tuesdays, Wednesdays and Thursdays, but Monday and Friday briefings will occur.
• There is an opportunity to move to full-time hours starting in January 2026.

Compensation Range:

$35-$43/hr
• This pay range is Client-specific for the opening advertised. The identity of the Client will be disclosed if you are selected to move forward in the hiring process.

Benefits:
• 75% of employee-only Medical & Dental coverage
• Vision - opt-in available
• 401k
• PTO
• Laptop
• Life Insurance, Disability Insurance, AD&D coverage
• Short-term Disability, Accident, Cancer/Critical Illness, Pet insurance - opt in available