Event Coordinator (PM) Job at Robert Half (Herndon)

Job Description

We are looking for an organized Event Coordinator (PM) to support high-visibility meetings and special events in Herndon, Virginia. This is a Long-term Contract opportunity for a detail-focused individual who can manage logistics, coordinate onsite services, and deliver a seamless experience for internal stakeholders and guests. The role works closely with conference services partners, vendors, and facility teams to keep events running smoothly from planning through post-event follow-up.

Job Responsibility

Coordinate end-to-end event logistics for onsite meetings, customer engagements, and occasional offsite gatherings, ensuring each program is executed efficiently.
Provide day-of event support by preparing spaces, assisting attendees, and resolving operational issues quickly and effectively.
Maintain organized digital and physical records, track action items, and follow established business policies for meetings, catering, and event administration.
Monitor event budgets, document expenses, process payments, and reconcile purchasing records with required supporting documentation.
Arrange food service details, including menu planning, order placement, and communication with catering partners to meet event needs.
Partner with audiovisual staff to schedule equipment, confirm technical requirements, and support presentation readiness for meetings and events.
Oversee conference room setups, event materials, signage, printed items, and attendee-facing deliverables such as agendas and name badges.
Manage room reservations and event details within scheduling systems, while coordinating visitor access, parking, transportation, surveys, and post-event feedback activities.

Requirements

Must have 2+ years of strong event coordination experience
Strong written and verbal communication skills with the ability to interact effectively with employees, visitors, and vendors.
Proven ability to work independently, stay dependable under changing priorities, and maintain a high level of punctuality.
Experience supporting event logistics, scheduling, customer service, or administrative coordination in a detail-focused environment.
High attention to detail with sound judgment, strong follow-through, and the confidence to raise questions or suggest improvements.
Familiarity with budget tracking, expense reconciliation, payment processing, and maintaining accurate event documentation.
Comfortable using business software and online tools
experience with Canva is preferred, and exposure to Social Tables or Cvent is a plus.
Ability to support occasional evening or weekend events and handle light physical event materials, with no solo lifting beyond 25 pounds.
Must meet screening requirements and be authorized to work as a U.S. Citizen or U.S. Person.

Nice to have

experience with Canva is preferred
exposure to Social Tables or Cvent is a plus

What we offer

medical, vision, dental, and life and disability insurance
company 401(k) plan

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Event Coordinator (PM)

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