Note: The job is a remote job and is open to candidates in USA. Blue52 Productions is seeking a Defense Conference & Event Coordinator to plan, market, coordinate, and execute multi-day professional conferences supporting the defense community. The role manages conference projects, deadlines, tracking systems, marketing, sponsor and exhibitor recruitment, data, and assigned event tasks.

Responsibilities

• This position supports company leadership by managing specific conference projects, coordinating deadlines, maintaining tracking systems, assisting with marketing, sponsor and exhibitor recruitment, data management, and ensuring assigned tasks are completed accurately and on time
• This position requires working independently on assigned responsibilities while collaborating closely with team members, speakers, sponsors, exhibitors, vendors, and other stakeholders
• Maintain and update the conference milestone schedule, task trackers, and project timelines
• Coordinate assigned arrangements for venues, hotels, catering, audiovisual services, printing, signage, supplies, and vendors
• Track speaker invitations, abstract submissions, presentation deadlines, session assignments, and program materials
• Assist with registration setup and processing, attendee communications, conference materials, and on-site logistics
• Provide on-site support during conference setup and execution
• Follow up with stakeholders to obtain information and ensure deadlines are met
• Coordinate with government and military stakeholders while respecting applicable protocol, security, and information-handling requirements
• Develop contingency plans and resolve issues before they affect conference delivery
• Prepare post-event reports, financial reconciliations, proceedings, and lessons-learned documentation
• Assist with additional conference-related tasks as priorities change
• Create and maintain detailed Excel spreadsheets for conference milestones, task tracking, budgets, sponsor prospects, mailing lists, and reporting
• Use formulas, sorting, filtering, data validation, conditional formatting, and other Excel functions to maintain accurate records
• Maintain organized project documentation and version control
• Help build marketing and promotional plans designed to increase awareness, registration, participation, and engagement
• Develop targeted messaging for attendees, sponsors, exhibitors, speakers, and other stakeholders and distribute announcements, promotional material, registration reminders, email campaigns, and other event communications as appropriate
• Track campaign performance and recommend improvements using measurable results to increase outreach, attendance, and engagement
• Research potential sponsors, exhibitors, and industry partners and help maintain prospect lists and outreach trackers
• Assist with sponsor and exhibitor recruitment through email outreach, follow-up, and relationship coordination
• Help with preparation of sponsorship packages, correspondence, and supporting materials
• Assist in tracking sponsor commitments, payments, deliverables, and exhibitor requirements
• Recommend strategies to increase sponsorship revenue and exhibitor participation
• Help increase the quantity and improve the quality of contacts in our database. Research prospective contacts and identify missing information
• Identify and resolve duplicate records, inconsistent information, and missing contact details
• Segment contacts to support targeted marketing, sponsor outreach, and attendee communications
• Follow applicable privacy, consent, email opt-out, and information-handling requirements

Skills

• Demonstrated professional experience supporting DoW organizations, military commands, defense agencies, defense contractors, or related government programs
• Active Secret security clearance or higher
• Demonstrated experience managing the different aspects of professional, technical, government, military, or defense-related conferences or events
• Advanced Microsoft Excel: Strong skills with spreadsheet and workbooks, formulas, sorting, filtering, tracking systems, and reporting
• Hands-on experience with Cvent or a comparable event registration and management platform
• Experience developing and implementing marketing strategies, promotional campaigns, and attendee communications
• Experience in identifying prospects, conducting outreach, cultivating relationships, and managing sponsorship or exhibitor commitments
• Experience building, maintaining, cleaning, deduplicating, and segmenting contact lists for targeted communications

Benefits

• 401(k) retirement plan, subject to eligibility
• Health care coverage, subject to eligibility
• General leave, subject to eligibility
• Paid holidays, subject to eligibility
• Remote work from private home office

Company Overview