Event Coordinator

Position Title: Event Coordinator
Location/ Schedule : Alexandria, VA (On-Site)
Clearance- Public Trust or the ability to obtain one

Overview:
The Event Coordinator provides end-to-end planning, logistics, and on-site execution support for high-profile meetings, conferences, outreach events, and large-scale expos in support of federal stakeholders. This role supports in-person, virtual, and hybrid events and works closely with leadership, vendors, and partners to ensure seamless, compliant, and engaging event experiences that advance mission objectives.

Key Responsibilities

• Plan, coordinate, and execute logistics for meetings, conferences, outreach events, and expos of varying size and complexity.
• Manage venue selection and coordination, contracts, security requirements, signage, décor, shipping, catering, room setup, and breakdown.
• Provide direct on-site and virtual event support, including setup, troubleshooting, and live execution to ensure smooth operations.
• Research event context and audience needs to prepare leadership and staff for effective stakeholder engagement.
• Design, manage, deploy, store, ship, and maintain expo-style exhibit kits and booth activations, including inventory forecasting and material management.
• Coordinate exhibit and activation design, technology, and vendor partnerships; recommend engaging formats and layouts aligned with branding requirements.
• Manage speaker identification, invitations, RSVP platforms, registration data, and preparation materials; support speaker briefings and dry runs.
• Oversee event communications and reporting, including surveys, post-event analyses, weekly status reports, and update meetings with agendas.
• Handle rapid-turnaround requests and manage multiple high-visibility events simultaneously with minimal supervision.
• Ensure compliance with federal requirements, including Section 508 accessibility standards and branding guidelines.
• Coordinate on-the-ground purchasing, document expenses, and submit required post-event documentation.
• Develop event timelines, runs of show, and other planning documentation as required.

Required Skills & Qualifications

• Demonstrated experience managing complex, high-profile events, conferences, and expos.
• Ability to independently manage logistics, vendors, inventory, and on-site execution.
• Strong project management, organization, and communication skills.
• Experience working with exhibit kits, shipping logistics, and large-scale event environments (e.g., conferences, expos, symposiums).
• Ability to lift and maneuver equipment weighing 50+ lbs for event setup and breakdown.
• Proficiency with Microsoft Office, project management tools, and event registration platforms (e.g., Eventbrite).
• Familiarity with federal event requirements, accessibility standards, and professional customer service expectations.
• Ability to travel nationally (and occasionally internationally) as required, in accordance with Federal Travel Regulations.

Benefits at Red Carrot:    

At Red Carrot, we empower you to be a leader. We attract and develop talent from all backgrounds because we believe there’s strength in diversity, offering different perspectives and skills. Together, we can solve our client’s biggest challenges. We offer a competitive compensation and benefits package.     

• Training and Development – Tuition reimbursement and professional trainings for eligible employees.
• Healthcare – Top-tier medical, dental, vision, life insurance and long-term disability coverage.     
• 401(k) Plan – 401(k)-retirement and Roth plan with company matching and no vesting period.     
• Profit Sharing – Discretionary profit-sharing plan to all eligible employees after one year of employment.          
• Paid Time Off – Provides flexible work hours, paid time off, and 11 federal holidays.   

About Us:

Red Carrot is an award-winning, woman-owned small business that is growing rapidly in the federal government space. Our team is fueled by passion, backed by intelligence, and built on expertise. From our inception, we have leveraged industrial engineering principles and data analytics to craft highly efficient solutions for clients’ complex needs. As we have grown, we remain focused on research-centric, data-informed, and audience-oriented, while expanding our range of expert capabilities.

Headquartered in Miami, Florida, we have a strong and continually growing presence in Washington, D.C., as well as team members and clients all over the country. We understand the importance of overcoming geographic limitations to provide the best, all-encompassing service to our clients. Red Carrot builds client capacity by implementing Strategic Communications, Customer Experience, Management Consulting, and Human Capital Solutions on behalf of our clients.

EO Commitment:

We are committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, ancestry, sex, pregnancy, national origin, age, disability, marital status, familial status, gender identity, transgender status, sexual orientation, actual or perceived status as a victim of domestic violence, dating violence or stalking of any individual or any person associated with such individual, or any other protected status in accordance with all applicable federal, state, and local laws.

This policy extends to all aspects of our employment practices, including but not limited to, recruiting, hiring, discipline, termination, promotions, transfers, compensation, benefits, training, leaves of absence, and other terms and conditions of employment.