Event Coordinator / Administrator

Event Coordinator Administrator

Nakupuna Consulting is seeking an Event Coordinator Administrator to support PACAF via ACC. This role will plan, manage, and execute high-visibility events, conferences and multinational engagements. The Event Coordinator Administrator will work across multiple agencies, countries, and partner organizations, handling venue research and selection, structured event evaluation (e.g., weighted ranking of venues), budgeting, logistical coordination, cultural and protocol considerations, participant vetting and agenda management. The ideal candidate combines strong event management skills, strategic thinking, cross-cultural awareness and experience working in joint or coalition environments.

Responsibilities

The following reflects management's definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign additional duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

• Research, evaluate and recommend event venue options for multi-agency, multinational or coalition engagements. Use structured analytic techniques (e.g., weighted ranking) to assess venues on criteria such as cost, location, security, partner-nation access, facility support, logistics and cultural suitability.
• Coordinate venue negotiation and contracting, monitor venue deliverables, ensure compliance with host-nation protocol, local norms and partner-nation expectations.
• Develop and manage event budgets, track expenditures, liaise with finance and contracting offices to ensure adherence to funding policies and documentation standards.
• Plan, schedule and coordinate event logistics : travel and lodging for participants, vendor and service contracts (catering, audio / visual, IT support), transportation, security, registration, accommodation blocks, site layout, signage and event materials.
• Work with team to vet and clear event participants (agencies, countries, partner organizations), manage registration and RSVP processes, develop and maintain participant lists, ensure appropriate access credentials and protocols.
• Develop event agendas in coordination with participating agencies and partner-nations; incorporate cultural briefings, partner-nation sensitivities, language support / interpretation as required, and ensure alignment with strategic objectives of PACAF / ACC.
• Provide onsite event administration and supportserve as main point of contact during event execution, coordinate vendor set-up / tear-down, troubleshoot in real time, ensure high-quality delivery and attendee satisfaction.
• Prepare post-event evaluations, collect feedback, analyze event effectiveness against objectives, produce after-action reports and lessons-learned briefings for senior leadership.
• Maintain effective working relationships with internal stakeholders (program managers, planning staff), external vendors, government and partner-nation representatives, and ensure clear communication and coordination across all parties.

Qualifications

Education / Experience :

Required :

Preferred :

Work Location : Work is performed in Hampton, Virginia.

Clearance : Active TS / SCI security clearance required. Must be a U.S. citizen.

Physical Requirements : The ideal candidate must at a minimum, be able to meet the following physical requirements of the job with or without a reasonable accommodation :