Exhibits Manager – Events, Federal Science & Public Engagement
Department: Meeting and Event Planning
Employment Type: Full Time
Location: National Science Foundation - Washington DC Area
Description
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 Program Manager – Events provides planning, logistics, coordination, and on-site execution support for high-profile meetings, conferences, exhibits, and outreach events.
Key Responsibilities
- Plan and coordinate logistics for in-person, hybrid, and virtual events
- Manage venues, vendors, shipping, setup, breakdown, and on-site operations
- Support exhibit design, booth deployment, and inventory management
- Coordinate speakers, moderators, RSVPs, and event platforms
- Develop run‑of‑show documents, timelines, and status reports
- Ensure compliance with NSF branding and Section 508 requirements
- Support travel coordination in accordance with Federal Travel Regulations
- Provide on‑site support and rapid issue resolution during events
- Provide logistics support for a variety of meetings, events and conferences
- Provide direct support to internal and external events to include managing venue requirements, signage, invitations, attendance, and other requirements as needed
- Research requirements and context for various events, meetings and conferences, to ensure that the NSF Director and OLPA Staff are prepared to interact with various audiences and stakeholders
- Identify and manage inventory for educational information resources and other outreach materials
- Coordinate exhibit design, technology, and management with designated vendors/partners
- Provide expert guidance on the most efficient and effective options for building/curating/creating exhibits and activations, supplies and experiences to suit specific event needs
- Ability to carry/maneuver various pieces of heavy equipment (50+lbs) for onsite events and exhibits (e.g., carrying banners/boxes of materials to rolling crates.)
- Can easily adapt onsite events and exhibits planning and logistics skills to virtual platforms and environments
- Travel when required
Skills, Knowledge and Expertise
- 8+ years managing large-scale federal or public-sector events
- Proficiency with Microsoft Office Suite and event management platforms (e.g., Eventbrite)
- Experience coordinating vendors, venues, and logistics
- Ability to manage multiple high-visibility events simultaneously
- Strong communication, organization, and problem-solving skillsAbility to lift and maneuver event equipment as required
Bachelor’s degree or equivalent professional experience required. Experience supporting federal agencies or large public-sector events preferred.
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