Event Operations Coordinator (Government & Defense Programs)

About NSTXL:The National Security Technology Accelerator (NSTXL) harvests innovative technology from the commercial and non-defense marketplace, transforming government innovation while decreasing costs, compressing timelines, and improving outcomes. We offer a unique and simplified approach to rapidly developing, demonstrating, and assessing prototypes that address various operational and installation needs, from individual Warfighter technology to large-scale installation projects. NSTXL supports technology delivery to the Department of Defense by serving as a one-stop shop to match government requirements with innovative private-sector and academic solutions.NSTXL is creating an ecosystem of innovators to collaborate and bring next-generation technologies to the end-user. Our OTAs have over 900 members from corporate, non-profit, educational, and financial institutions. For these members, NSTXL offers opportunities to bid on government contracts, education and training, and live/virtual forums on various topics.Position OverviewThe Event Operations Coordinator is a critical member of the Events Team, responsible for executing high-quality, compliant, and scalable events across in-person, virtual, and hybrid formats. Reporting to the Senior Events Manager, this role drives day-to-day operational execution, ensuring seamless delivery of programs that meet organizational objectives and the heightened expectations of government and defense stakeholders.The Coordinator supports the full event lifecycle, including planning, logistics, stakeholder coordination, registration management, and post-event reporting. This role requires strong attention to detail, the ability to manage complex logistics, and a structured, process-driven mindset suited for government-facing environments.Key ResponsibilitiesEvent Planning & Logistics ExecutionSupport end-to-end planning and execution of events including tradeshows, conferences, internal programs, and virtual/hybrid eventsCoordinate logistics including: Venue sourcing and RFP development; Room block management and travel coordination; Food & beverage planning; Audio/visual and production requirements; Shipping and material handlingEnsure all event elements align with government protocols, security considerations, and compliance standards where applicableTradeshow & Field Event ManagementManage full lifecycle tradeshow logistics including: Exhibit coordination; Shipping and drayage; Booth setup and teardown; Power, internet, and A/V requirements; Staff registration, training, and schedulingSupport execution of in-booth activations and ensure brand consistency and attendee engagementMaintain detailed run-of-show documents and logistics trackersVendor & Stakeholder CoordinationCoordinate with internal teams (marketing, sales, leadership) and external vendors to ensure clear timelines, roles, and deliverablesRegistration, Communications & Audience ExperienceOwn development and management of: Event websites and registration pages (e.g., Cvent), Email campaigns and attendee communications, Pre-event and post-event messagingHelp ensure accurate, timely, and professional communication, particularly for high-visibility government audiencesMonitor registration data and proactively flag risks or trendsVirtual & Hybrid Event SupportProvide logistical and technical support for virtual events using platforms such as: Microsoft Teams, Zoom for Government, Cvent, HubSpotAssist with speaker coordination, rehearsal scheduling, and live event supportTroubleshoot real-time issues to ensure a seamless attendee experienceProject Management & Operational ExcellenceMaintain project plans and timelines using tools such as Monday.comTrack deliverables, deadlines, and dependencies across multiple concurrent eventsIdentify risks early and escalate or resolve proactivelyContribute to process improvements that enhance scalability and efficiencyOn-Site Event ExecutionServe as an on-site operational lead or support resource: Manage registration desks and attendee flow; Coordinate vendors and venue staff; Resolve real-time issues with professionalism and urgencyEnsure a high-quality, detail-oriented attendee experience aligned with brand standardsReporting & Continuous ImprovementTrack and compile event performance metrics including: Attendance and engagement; Campaign effectiveness; Operational outcomesSupport post-event reporting and debriefsIdentify opportunities for improvement and contribute to evolving best practicesImpact of the RoleThis role directly supports the organization’s ability to:Scale events effectively across formats and audiencesReduce execution risk in high-touch, high-visibility environmentsImprove attendee experience and brand perceptionEnable senior team members to focus on strategy, innovation, and growthQualificationsRequiredBachelor’s degree in Communications, Marketing, Business, Hospitality, or related field (or equivalent experience)Prior experience (internships, summer pro