Event Planning & Operations Manager

Location: Herndon, VA (Hybrid)

Clearance: None

Travel: 25% CONUS

About the Opportunity

Stillwater Human Capital is seeking an experienced Event Planning & Operations Manager to support a federal customer by leading the planning, coordination, and operational readiness of a nationwide portfolio of recruiting and outreach events.

This position serves as a key member of the program management team and is responsible for ensuring each event is thoroughly planned, properly resourced, and successfully executed. The Event Planning & Operations Manager will oversee event intake, planning schedules, logistics, stakeholder coordination, and event readiness while serving as the primary liaison between customer stakeholders, recruiting teams, event organizers, venues, and vendors.

The ideal candidate is a highly organized project management professional with exceptional communication skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced, deadline-driven environment.

Key Responsibilities

Event Planning & Coordination

· Lead all pre-event planning activities from event intake through execution.

· Coordinate directly with event organizers, venue representatives, vendors, and customer stakeholders to ensure all planning requirements are completed.

· Register event participation and coordinate booth reservations and venue requirements.

· Coordinate event logistics including booth setup, electrical service, internet connectivity, audiovisual equipment, furnishings, shipping, parking, facility access, badges, and credentials.

· Develop comprehensive Event Execution Plans outlining schedules, logistics, staffing requirements, and event-specific considerations.

· Ensure planning activities are completed on schedule and in accordance with established operational standards.

Operations & Program Support

· Manage the event intake process and maintain the master event calendar and planning pipeline.

· Coordinate planning activities across multiple concurrent events nationwide.

· Monitor planning milestones and proactively identify scheduling conflicts or operational risks.

· Facilitate planning meetings and communicate project status, action items, and readiness updates to internal and external stakeholders.

· Support continuous process improvement by developing and maintaining planning standards, operational checklists, and standard operating procedures.

· Serve as the operational backup to the Program Manager as needed.

Stakeholder Management

· Build and maintain strong working relationships with customer representatives, recruiting teams, event organizers, venue personnel, and vendors.

· Coordinate planning activities across multiple organizations to ensure successful event execution.

· Escalate planning issues and recommend solutions to minimize operational impact.

· Ensure clear, timely communication throughout the planning lifecycle.

Documentation & Reporting

· Maintain accurate planning documentation and event records.

· Prepare Event Execution Plans, Event Coordination Checklists, planning schedules, and readiness documentation.

· Track planning milestones, risks, and event status to ensure operational visibility and accountability.

Required Qualifications

· Bachelor's degree in Business Administration, Project Management, Event Management, Communications, or a related discipline, or equivalent professional experience.

· Minimum of 5 years of experience in event planning, operations management, project coordination, or program management.

· Demonstrated experience managing multiple projects simultaneously while meeting deadlines.

· Strong organizational, analytical, and problem-solving abilities.

· Excellent written and verbal communication skills.

· Experience coordinating cross-functional teams, vendors, and external stakeholders.

· Proficiency with Microsoft Office Suite and project management tools such as Microsoft Project, Smartsheet, Monday.com, Asana, or similar platforms.

· Ability to travel domestically up to 25% as required.

Preferred Qualifications

· Experience supporting government programs, recruiting events, conferences, or other large-scale event operations.

· Project Management Professional (PMP), CAPM, or similar certification.

· Experience developing operational procedures and standardized planning processes.

· Familiarity with federal contracting environments and customer-facing operations.

Core Competencies

· Event Planning & Coordination

· Project & Program Management

· Logistics Management

· Stakeholder Engagement

· Operational Planning

· Schedule & Resource Management

· Risk Identification & Mitigation

· Process Improvement

· Communication & Collaboration

Working Conditions

· Work is performed primarily in a professional office environment with the flexibility to work remotely when program requirements permit.

· Standard business hours are Monday through Friday; however, occasional evenings and weekends may be required to support recruiting events, customer meetings, or critical program deadlines.

· Domestic travel up to 25% may be required to support recruiting events, planning meetings, and customer activities.

· Must be able to sit for extended periods, regularly operate standard office equipment, and occasionally lift or transport recruiting materials or event equipment weighing up to 30 pounds.

· Must be able to obtain and maintain any customer-required credentials, facility access, or security requirements associated with supported programs.

Salary Range: $100,000 - $145,000

The above salary range represents a general guideline. Stillwater considers a number of factors when determining base salary offers, such as the scope and responsibilities of the position and the candidate's experience, education, skills, and current market conditions.

Depending on the position, employees may be eligible for overtime and/or discretionary bonuses in addition to base pay.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, veteran status, or any other protected class. If you need assistance with the application process due to a disability, please contact us at 571-543-0171

Stillwater is an Equal Opportunity Employer

Stillwater Human Capital is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, veteran status or any other protected class. If you'd like to view a copy of the company's Affirmative Action policy statement, please contact the Human Resources Department.

If you require assistance with the application process due to a disability, please contact us at (571)-543-0171.

Equal Employment Opportunity Posters.

Stillwater Human Capital jobs

Event Planning & Operations Manager