Event Operations Coordinator

Event Operations Coordinator (Government & Defense Programs) About NSTXL: The National Security Technology Accelerator (NSTXL) harvests innovative technology from the commercial and non-defense marketplace, transforming government innovation while decreasing costs, compressing timelines, and improving outcomes. We offer a unique and simplified approach to rapidly developing, demonstrating, and assessing prototypes that address various operational and installation needs, from individual Warfighter technology to large-scale installation projects. NSTXL supports technology delivery to the Department of Defense by serving as a one-stop shop to match government requirements with innovative private-sector and academic solutions. NSTXL is creating an ecosystem of innovators to collaborate and bring next-generation technologies to the end-user. Key Responsibilities Event Planning & Logistics Execution Support end-to-end planning and execution of events including tradeshows, conferences, internal programs, and virtual/hybrid events Coordinate logistics including: Venue sourcing and RFP development; Room block management and travel coordination; Food & beverage planning; Audio/visual and production requirements; Shipping and material handling Ensure all event elements align with government protocols, security considerations, and compliance standards where applicable Tradeshow & Field Event Management Manage full lifecycle tradeshow logistics including: Exhibit coordination; Shipping and drayage; Booth setup and teardown; Power, internet, and A/V requirements; Staff registration, training, and scheduling Support execution of in-booth activations and ensure brand consistency and attendee engagement Maintain detailed run-of-show documents and logistics trackers Coordinate with internal teams (marketing, sales, leadership) and external vendors to ensure clear timelines, roles, and deliverables Registration, Communications & Audience Experience Own development and management of: Event websites and registration pages (e.g., Cvent), Email campaigns and attendee communications, Pre-event and post-event messaging Help ensure accurate, timely, and professional communication, particularly for high-visibility government audiences Monitor registration data and proactively flag risks or trends Virtual & Hybrid Event Support Provide logistical and technical support for virtual events using platforms such as: Microsoft Teams, Zoom for Government, Cvent, HubSpot Assist with speaker coordination, rehearsal scheduling, and live event support Troubleshoot real-time issues to ensure a seamless attendee experience Project Management & Operational Excellence Maintain project plans and timelines using tools such as Monday.com Track deliverables, deadlines, and dependencies across multiple concurrent events Identify risks early and ESCALATE or resolve proactively Contribute to process improvements that enhance scalability and efficiency On-Site Event Execution Serve as an on-site operational lead or support resource: Manage registration desks and attendee flow; Coordinate vendors and venue staff; Resolve real-time issues with professionalism and urgency Ensure a high-quality, detail-oriented attendee experience aligned with brand standards Track and compile event performance metrics including: Attendance and engagement; Campaign effectiveness; Operational outcomes Support post-event reporting and debriefs Identify opportunities for improvement and contribute to evolving best practices Impact of the Role This role directly supports the organization's ability to: Scale events effectively across formats and audiences Reduce execution risk in high-touch, high-visibility environments Improve attendee experience and brand perception Enable senior team