The Event Specialist is responsible for coordinating and managing various specialized events, conferences, and functions that support the AFWERX mission to accelerate technology transitions. This role requires meticulous planning, attention to detail, effective communication, and the use of various IT tools and skills to execute successful events such as major in-person conferences and events, webinars, registration management, agenda creation, social event planning, and pre- and on-site logistics support.
Responsibilities shall include:
- Support planning high-quality engagements with industry, government and academia stakeholders to include prep sessions, protocol support and detailed logistics to ensure events run smoothly.
- 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.
- 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 area of expertise to better inform team members and further the AFWERX goals and priorities.
- Identify potential risks and hazards associated with events, develop contingency plans, and implement safety measures to mitigate risks and ensure the well-being and security of participants.
- Conduct post-event evaluations, to include 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).