Event Coordinator (PM)

We are looking for an organized Event Coordinator (PM) to support high-visibility meetings and special events in Herndon, Virginia. This is a Long-term Contract opportunity for a detail-focused individual who can manage logistics, coordinate onsite services, and deliver a seamless experience for internal stakeholders and guests. The role works closely with conference services partners, vendors, and facility teams to keep events running smoothly from planning through post-event follow-up.

Responsibilities:
• Coordinate end-to-end event logistics for onsite meetings, customer engagements, and occasional offsite gatherings, ensuring each program is executed efficiently.
• Provide day-of event support by preparing spaces, assisting attendees, and resolving operational issues quickly and effectively.
• Maintain organized digital and physical records, track action items, and follow established business policies for meetings, catering, and event administration.
• Monitor event budgets, document expenses, process payments, and reconcile purchasing records with required supporting documentation.
• Arrange food service details, including menu planning, order placement, and communication with catering partners to meet event needs.
• Partner with audiovisual staff to schedule equipment, confirm technical requirements, and support presentation readiness for meetings and events.
• Oversee conference room setups, event materials, signage, printed items, and attendee-facing deliverables such as agendas and name badges.
• Manage room reservations and event details within scheduling systems, while coordinating visitor access, parking, transportation, surveys, and post-event feedback activities.

Qualifications:

• Must have 2+ years of strong event coordination experience

• Strong written and verbal communication skills with the ability to interact effectively with employees, visitors, and vendors.

• Proven ability to work independently, stay dependable under changing priorities, and maintain a high level of punctuality.

• Experience supporting event logistics, scheduling, customer service, or administrative coordination in a detail-focused environment.

• High attention to detail with sound judgment, strong follow-through, and the confidence to raise questions or suggest improvements.

• Familiarity with budget tracking, expense reconciliation, payment processing, and maintaining accurate event documentation.

• Comfortable using business software and online tools; experience with Canva is preferred, and exposure to Social Tables or Cvent is a plus.

• Ability to support occasional evening or weekend events and handle light physical event materials, with no solo lifting beyond 25 pounds.

• Must meet screening requirements and be authorized to work as a U.S. Citizen or U.S. Person.

Compensation

$23.00-$26.00 Hourly

About Us

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All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

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