Event Planner

Job Description:

NAVAR a subsidiary of Cape Fox Corporation is looking for an experienced Event Planner to join our team in Washington DC.

The salary range (or hiring range) for this exempt position has been established at: $80,000- $85,000.

The above salary range represents the company’s good faith and reasonable estimate of the range of possible compensation at the time of posting. In addition, we offer a variety of benefits including company holidays, paid time off, health insurance, dental insurance, vision insurance, life and disability insurance, tuition reimbursement, as well as 401K with company match. This job will be posted until filled or withdrawn.

The Event Planner provides professional support to the Office of Communications and Congressional Affairs (TCA), serving as a key resource for event management, strategic communications, and media coordination for senior agency leadership.

Duties and Responsibilities
Event Planning and Logistics Management

Interpret, plan, evaluate, and coordinate the effective implementation of logistics programs for agency events
Coordinate all aspects of large-scale events including space arrangements, transportation, lodging, menus, materials, and equipment
Manage event logistics including date, time, location, run of show, and role assignments for senior staff
Develop and maintain event timelines to ensure all milestones and deliverables are met
Conduct thorough research on logistic tools and resources to optimize event execution
Exercise budget oversight for all event-related expenditures

Strategic Communications and Media Relations

Develop and execute strategic communications for both virtual and on-site media events
Arrange and coordinate press conferences with internal and external stakeholders
Draft news advisories, press releases, and social media content
Generate creative ideas to promote media and public interest in organizational activities and projects
Translate complex technical materials into clear, accessible communications for general audiences
Coordinate media interviews and manage media attendance at event

Briefing and Documentation Preparation

Prepare talking points, bios of senior officials, and speaker biographies
Compile comprehensive briefing and travel event binders for senior staff
Deliver all event materials to senior leadership at least 72 hours in advance of departure
Prepare background materials on event environment and anticipated media presence

Stakeholder Coordination

Serve as primary liaison between event hosts, TCA staff, transit agencies, and external stakeholders
Coordinate speechwriting, speaker order, and public engagement activities
Manage congressional notification processes related to events
Ensure completion of required grant funding documentation and requirements
Develop and distribute event invitations to appropriate parties

Administrative and Contract Management

Direct logistical contractors supporting agency events
Initiate administrative and contractual procedures necessary for all phases of events
Maintain accurate records and documentation for all event activities

Job Requirements:

Five (5) years of experience in management and event logistics
Prior experience working for a federal agency, Member of Congress, senior industry executive, and/or nonprofit organization in public affairs, media relations, or event management
Experience with a news organization or public affairs firm in developing and executing strategic communications
Demonstrated ability to coordinate multi-stakeholder events involving senior leadership
Must have authorization to work in the United States as defined by the Immigration Reform Act of 1986