Event Planner

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

📋 Description

• Oversee events, workshops, and summits related to the Strategic Sprints, including both virtual and in-person gatherings at VA facilities (approximately 25 events annually).

• Organize event logistics, registration, setups for virtual and in-person attendance, content creation, breakout sessions, agendas, and activities to engage participants.

• Create and maintain Event Execution Timelines for each event, to be submitted prior to the event date.

• Develop materials for conference registration, event agendas, and summaries following each event.

• Formulate Logistics Coordination Plans and Vendor Management documents, including online platforms to enhance communication and content sharing between the contractor and the program office.

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

• Manage onsite logistics and travel arrangements for events as necessary.

• Assist the technology support team and liaise with VA OIT as required for the use of the conference application.

• Perform post-event evaluations, gather participant feedback, and submit Post-Event Evaluation Reports with suggestions for enhancement within stipulated timelines.

• Ensure all 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, contributing updates on events for weekly and monthly progress reports.

⛳️ Requirements

• 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 experience in the public health sector, with knowledge of healthcare program audiences and stakeholders.

• Proven experience in planning and executing both virtual and in-person events, including proficiency with virtual event and registration platforms (e.g., Microsoft Teams, Webex, or similar).

• Experience in supporting federal government events; familiarity with VA facility protocols and government event requirements is highly preferred.

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

• Knowledge of Section 508 accessibility standards for event materials and platforms.

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

• Ability to manage intricate client relationships effectively.

• Capacity to handle competing deadlines across multiple simultaneous events.

• Eligibility to obtain and maintain a public trust clearance.

• Legal authorization to work in the U.S.

🏝️ Benefits

• Remote work is anticipated.

• Occasional travel for client engagements may be required.