Lead Events Specialist

AFWERX is a dynamic organization dedicated to accelerating technology transitions within the Air Force. We are seeking a highly skilled Lead Events Specialist to coordinate and manage various specialized events that support our mission.

Job Description:

As the Lead Events Specialist, you will be responsible for coordinating and managing high-profile engagements with industry, government, and academia stakeholders. You will thrive in high-pressure situations and adapt quickly to changing circumstances, collaborating with cross-functional and cross-organization teams and both internal and external stakeholders.

Key Responsibilities:

• Plan high-quality and high-profile engagements from initial concept through post-event analysis, including prep sessions, protocol support, and detailed logistics.
• Coordinate all logistical aspects of events, such as venue selection, equipment rentals, transportation arrangements, catering services, accommodations, and audio-visual requirements, ensuring smooth execution within budget constraints.
• Develop detailed event timelines and schedules, outlining key tasks, deadlines, and responsibilities to ensure all aspects of the event are effectively coordinated and executed on time.
• Ensure consistent communication and branding for all events are in line with the AFWERX/SpaceWERX identity, communication strategy, and branding guide.
• Support or delegate on-site event operations, overseeing event staff and managing event flow to ensure successful delivery of events.
• Manage event budgets, including cost estimation, expense tracking, and financial reporting, to ensure resources are allocated efficiently and expenditures remain within approved government limits.
• Coordinate with vendors or suppliers to secure services and oversee delivery of goods and services in accordance with event requirements.
• Collaborate with AFWERX leadership, event point of contact, and the Strategic Communications team to promote events, disseminate information, and generate interest and participation among directorate employees, the government ecosystem, and industry partners through various communication channels.
• Ensure adherence to military protocol, traditions, and etiquette during official ceremonies and events, providing guidance and support to participants to uphold military standards and traditions.
• Participate in discussions and meetings to gather critical information that is key to product development and provide tactical and strategic knowledge in areas of expertise to better inform team members and further the AFWERX goals and priorities.
• Identify potential risks and hazards associated with events, develop or include contingency plans, and implement safety measures to mitigate risks and ensure the well-being and security of participants in coordination with safety officers.
• Conduct post-event evaluations, including metrics, to assess the success of events, gather feedback from participants, identify areas for improvement, and implement corrective actions for future events.
• Research, compile, propose, coordinate, and update event schedules for the current and following year in the government database (or through operations manager).

Qualifications:

• Bachelor's degree in Event Management, Hospitality, Marketing, Communications, Business Administration, or a related field.
• Relevant certifications (e.g., Certified Meeting Professional (CMP)) are a plus.
• 8 years of experience in event planning or coordination, with at least 2-3 years in a leadership role managing teams or overseeing large-scale events.
• Proven experience in managing complex events, including conferences, seminars, trade shows, corporate events, and social functions.
• Experience with virtual or hybrid events is a plus, given the growing trend in digital engagement.
• Experience working with the government, Department of Defense, or Department of the Air Force, or experience in managing events related to large corporate and industry communications or tradeshows.
• Must be a detail-oriented and dynamic individual with exceptional leadership skills to coordinate internal and external event logistics and execute virtual and in-person events.
• Strong leadership and interpersonal skills with the ability to work effectively in cross-functional teams.
• Proven ability to manage multiple events simultaneously, prioritize tasks, and meet deadlines.
• Budget management and cost optimization experience.
• Excellent verbal and written communication skills, with a keen eye for detail. Preferred experience in AP style writing.
• Proficient in event management software, Microsoft Office Suite, and other project management tools.
• Knowledge of managing virtual events and using platforms such as Zoom, Microsoft Teams, or other event technologies.
• Ability to work autonomously in a highly dispersed organization.

Benefits:

• Comprehensive Health, Vision, and Dental Insurance
• Company-Paid Life Insurance, Short-Term, and Long-Term Disability Coverage
• Voluntary Supplemental Insurance Options
• Paid Holidays and Paid Time Off (accrued from date of hire)
• 401(k) Retirement Plan with Company Match
• Support for Education and Professional Development
• Coverage under Social Security, Workers' Compensation, and Unemployment Insurance

Heartland Consulting is an Equal Opportunity/Affirmative Action Employer of individuals with disabilities and veterans. We are proud to state that we do not discriminate in employment decisions on the basis of race, color, religion, sex, national origin or disability status. We E-Verify all employees.