Exhibits Coordinator, Federal Science & Public Engagement

CONTINGENT HIRE NOTICE: This position is a contingent hire. Employment is contingent upon EDJ Associates, Inc. receiving a contract/task order award from the National Science Foundation (NSF).

This is a hybrid position requiring significant on-site support at NSF Headquarters and event locations. Position Overview This position supports the NSF Office of Legislative and Public Affairs (OLPA) under the Event Support Scope of Work. The Events Coordinator provides planning, logistics, coordination, and on-site execution support for high-profile meetings, conferences, exhibits, and outreach events.

Requirements

• Support travel coordination in accordance with Federal Travel Regulations • Provide on-site event support and ensure rapid issue identification and resolution during live events. • Manage and coordinate multiple large-scale and high-profile events concurrently, ensuring timelines, quality standards, and stakeholder expectations are met. • Respond to and fulfill quick-turnaround requests, including same-day or within-the-hour tasking, in support of event operations and leadership needs.

• Recommend audience-appropriate offsite venues for nationwide outreach opportunities and reserve venues upon approval. • Recommend and implement engaging outreach formats, including but not limited to expo events, networking sessions, breakout sessions, and concurrent sessions.

with the venue and NSF to ensure compliance with access, safety, and security protocols. , electrical, internet, rentals), signage and décor, shipping and receiving, and catering services. • Perform independent room setup and breakdown for smaller events and projects as required.

• Provide pricing estimates and coordinate purchasing for signage and décor in collaboration with the NSF branding team. • Execute event setup, breakdown, and on-site support to ensure smooth event operations, including coordination with venue staff regarding special access, storage, and equipment handling during events. • Coordinate on-the-ground material, equipment, and product purchases with the designated OLPA onsite contact and submit all required documentation to the COR, OLPA contact, and Event Manager within one (1) business day following the event.

, Eventbrite) • Experience coordinating vendors, venues, and logistics • Ability to manage multiple high-visibility events simultaneously • Strong communication, organization, and problem-solving skills • Ability to lift and maneuver event equipment as required Education and Experience Bachelor’s degree or equivalent professional experience required. Experience supporting federal agencies or large public-sector events preferred.