Event Coordinator for Innovative Health Research Events

Job Title: Event Coordinator for Innovative Health Research Events

Clearance: Public Trust Required upon application

Location: Washington D.C./Hybrid

Education: Minimum of a High School Diploma required; Bachelor's degree or professional certification in event management, hospitality, marketing, or a related field is preferred.

Seeking a highly skilled and dedicated Event Coordinator/meeting planner to join our team at ARPA-H. This role will make recommendations regarding the planning and coordination of logistics for invitations/meetings/events for leadership decisions and execute those approved plans.

Primary Responsibilities:

• Event Support: Provide support for ARPA-H sponsored events at government and commercial facilities, ensuring seamless execution and high-quality experiences for all participants.
• Meeting Coordination: Plan and coordinate a range of meetings, from small team sessions to large conferences, ensuring all logistical details are managed effectively.
• Budget Preparation: Prepare and manage budgets for conferences, workshops, and other events, ensuring financial oversight and cost-effectiveness.
• Vendor Management: Work with hotel contracts and other vendors to negotiate terms, secure services, and ensure high standards of delivery.
• Microsoft Office Proficiency: Utilize Microsoft Office suite (Excel, PowerPoint, and Word) for event planning, communication, and documentation.
• Organizational and Communication Skills: Demonstrate excellent organizational and communication skills, with strong attention to detail. Handle a wide variety of tasks, including briefing support and general administration, efficiently and accurately.

Prior Experience Requirements:

• Experience: Proven experience in supporting government-sponsored events and coordinating meetings of varying sizes.
• Budgeting: Ability to prepare and manage event-related budgets effectively.
• Travel: Willingness and ability to travel as needed for pre-event coordination and site visits.
• Problem-Solving: Must be able to remain calm and effectively solve problems in unexpected situations.
• Vendor Relations: Experience working with hotel contracts and coordinating with vendors to ensure smooth operations and service delivery.
• Technical Skills: Proficiency in Microsoft Office applications, particularly Excel, PowerPoint, and Word.
• Detail-Oriented: Strong attention to detail and excellent organizational skills.
• Communication: Outstanding interpersonal and communication skills, both written and verbal.
• Education: Minimum of a High School Diploma required; Bachelor's degree or professional certification in event management, hospitality, marketing, or a related field is preferred.