Event Planner and Speaker Coordinator

Arlington, VA, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Exact $65,000.00

Work Schedule

Standard Hours

Day Shifts

Benefits

401(k)

401(k) matching

Dental Insurance

Health Insurance

Paid Time Off

Vision Insurance

Job Description

Executive Mosaic is a leading organization specializing in creating exclusive networking and event opportunities for senior executives within the government contracting, government, and military sectors. Located in Tysons Corner, Virginia, the company is deeply embedded in the Washington DC area and focuses on facilitating connections among the Who's Who of Government Contractors (GovCon), government officials, and military leadership. Known for its influential events and extensive membership programs, Executive Mosaic offers valuable platforms for business development, knowledge sharing, and industry collaboration. The company is rapidly growing and currently manages over 150 speaker bookings annually, underscoring its pivotal role in shaping the GovCon event landscape.

The Event Planner and Speaker Coordinator role at Executive Mosaic is a unique full-time opportunity designed for individuals passionate about event planning and eager to engage with high-powered industry leaders. The position's core responsibility is the planning and coordination of dinner events, specifically booking and managing distinguished speakers who discuss relevant topics across government, defense, intelligence, healthcare, and other critical sectors. This role provides a unique vantage point to work closely with a dynamic membership base consisting of senior executives and to help drive the continued expansion of Executive Mosaic's programs.

The successful candidate will work Monday to Friday from 8:30 am to 4:30 pm, with responsibilities centered around events held exclusively on Tuesdays, Wednesdays, and Thursdays, thus respecting the organization's commitment to never schedule weekend events. With a starting salary of $65,000, this position offers a competitive compensation package that reflects the importance and level of responsibility associated with the role.

This position is more than just event planning; it is about fostering relationships and directly impacting the GovCon community. Responsibilities include managing all logistical and operational aspects of the assigned 4x24 Groups' dinner events — coordinating speaker schedules, handling communications, conducting speaker preparation calls, and ensuring all event-related documentation and compliance requirements are met. The Event Planner and Speaker Coordinator will also be the day-of coordinator for dinners, managing check-ins and serving as a key on-site point of contact.

Applicants will join a supportive and growth-oriented events team that values initiative, organization, and communication excellence. The ideal candidate is a highly organized self-starter capable of multitasking and prioritizing in a fast-paced environment. Excellent research skills are essential, as the role requires identifying pertinent topics and candidates that align with current trends in government contracting and the broader Washington DC policy landscape.

Technological proficiency is important, as the role requires managing and updating contacts and event details within Salesforce.com CRM. Alongside, candidates must demonstrate exceptional communication skills for interacting with members, speakers, and internal teams effectively. This role offers an enriching career path with ample opportunities for professional development and growing one's network within one of the most distinguished business sectors in the region.

Join Executive Mosaic and play an integral role in shaping and delivering impactful events that influence the government contracting community while expanding your professional reach and expertise in this exciting and rapidly evolving industry.

Job Requirements

Bachelor's degree
1-3+ years experience in event planning or administrative role
proficiency in Microsoft Word and Excel
experience with Salesforce.com CRM
ability to manage multiple events and timelines
excellent communication skills
strong research skills
able to work independently and collaborate with team members
commitment to ethics and compliance
reliable commute or plans to relocate to Tysons Corner, VA area

Job Qualifications

Bachelor's degree required
1-3+ years of experience in events or an administrative office position such as executive assistant or office administrator
proficient in Microsoft Office - Word, Excel
experience with Salesforce.com CRM for at least 1 year
highly organized and responsible with ability to track and manage multiple events and timelines simultaneously
excellent oral and written communication skills
strong research ability to identify best speakers and sponsors

Job Duties

Research and assist with the coordination of speakers for assigned 4x24 groups
book the 4 dinners per year for each assigned 4x24 group
research and identify relevant topics and potential speakers weekly
attend Executive Mosaic in-person events to understand audience and experience events
respond to member inquiries and follow up with all member emails
identify trends in the government contracting space and plan events accordingly
send speaker requests to Public Affairs Office and Ethics Committee when required
prepare speakers, their teams, and the group’s 4x24 chairman with speaker prep calls prior to every dinner
maintain accurate Salesforce.com records on speakers and update contact information
leverage existing relationships to identify and secure future speakers
connect with speakers and their teams prior to all events
manage check-in for 4x24 speakers and members on event days