Event Planner

This is a fully remote position, open to applicants in United States.

📋 Description

• Plan and carry out around 25 events annually, including virtual and in-person workshops, conferences, and summits at VA facilities.

• Oversee events linked to the Strategic Sprints throughout the entire event lifecycle.

• Manage event logistics such as registration, both virtual and in-person setups, content creation, breakout sessions, agendas, and participant engagement activities.

• Create and uphold Event Execution Timelines for each event.

• Produce conference registration materials, event agendas, and summaries after events.

• Formulate Logistics Coordination Plans and Vendor Management documentation.

• Maintain online platforms for communication and content sharing between the contractor and program office.

• Collaborate with the VA team and advisory group to coordinate conference activities during pre-planning, planning, execution, and post-conference phases.

• Organize onsite logistics and travel for events as needed.

• Assist the technology support team and liaise with VA OIT regarding the use of conference applications.

• Conduct evaluations after events, gather participant feedback, and provide Post-Event Evaluation Reports with suggestions for improvements.

• Ensure that event materials and activities adhere to VA policies and Section 508 accessibility standards.

• Participate in weekly status meetings with the COR and VA Program Manager.

• Contribute updates on events to weekly and monthly progress reports.

⛳️ Requirements

• A minimum of 4 years of professional experience in event, conference, or meeting planning.

• Bachelor's degree in hospitality management, communications, business, public health, or a related discipline.

• Extensive expertise in the public health sector, along with a comprehension of healthcare program audiences and stakeholders.

• Proven experience in planning and executing both virtual and in-person events.

• Proficient in using virtual event and registration platforms (such as Microsoft Teams, Webex, or similar).

• Experience in supporting federal government events.

• Strong preference for familiarity with VA facility protocols and government event requirements.

• Demonstrated capability in vendor management, logistics coordination, and tracking event budgets/timelines.

• Acquainted with Section 508 accessibility requirements for event materials and platforms.

• Experience in supporting complex projects and transformation initiatives within the federal government.

• Comfortable managing complex client relationships.

• Ability to juggle competing deadlines across multiple simultaneous events.

• Capacity to obtain and maintain a public trust clearance.

• Legal authorization to work in the U.S.

• Strong critical thinking, analytical, and time management abilities.

• Proven skills in organizing, prioritizing, and collaborating with others.

• Ability to logically communicate thoughts, ideas, and solutions, both in writing and verbally.

• Ability to remain calm under pressure and thrive in a fast-paced environment.

• Capability to accept feedback from clients and swiftly implement changes.

• Ability to quickly familiarize oneself with complex issues.

• Eagerness to work in a dynamic, fast-paced setting.

🏝️ Benefits

• Contingent hire position, with offers dependent on client approval, ability to meet security requirements, and compliance with any on-site mandates.

• Anticipated remote work.

• Occasional travel for client engagements may be necessary.