This Administrative Event Planner position supports the Department of the Navy Assistant for Administration (DON/AA), Programs and Integration Division (PID). The role involves planning, coordinating, and executing high-profile events, ceremonies, and administrative programs for the Navy Secretariat. The ideal candidate will manage multiple priorities while interacting professionally with senior military and civilian leadership.
Responsibilities
Manage the full event planning process, ensuring all logistical, administrative, protocol, and policy requirements are addressed
Develop and maintain comprehensive event plans in accordance with DON/AA guidance and established procedures
Review incoming event requests and collaborate with stakeholders to determine event objectives, requirements, timelines, and logistical needs
Provide guidance to event organizers regarding applicable policies, military protocol, and event procedures
Identify and coordinate appropriate event venues, including government-owned and commercial facilities
Research and recommend three suitable commercial venue options that meet event requirements and provide the best value to the Government
Reserve government facilities when appropriate and coordinate necessary logistical arrangements
Draft statements of work and supporting documentation to assist the Government in obtaining quotations from three vendors
Coordinate event registration, manage guest lists, and track RSVPs using online registration platforms and internal PID tracking systems
Prepare draft event materials, including invitations, electronic invitations, ceremonial programs, agendas, schedules, event descriptions, and visitor information
Maintain organized event documentation and communicate regularly with Government representatives to ensure successful planning and preparation
Provide hands-on, on-site support during events to ensure activities run smoothly and according to established schedules and protocols
Serve as a primary coordination point between event organizers, venue personnel, technical support teams, and DON/AA PID representatives
Oversee event setup, including the appropriate placement of flags, podiums, seating, staging equipment, and ceremonial materials
Coordinate audiovisual and information technology (AV/IT) requirements, including microphones, presentations, projection screens, lighting, and remote conferencing capabilities
Work directly with AV/IT personnel to verify equipment readiness and troubleshoot technical issues
Coordinate venue services, catering, staging, and other logistical arrangements to ensure successful event execution
Establish and manage registration and check-in areas, distributing name tags, agendas, programs, and other event materials as needed
Millions of jobs, with real people getting hired every day
200,000+
New jobs added daily
7,000,000+
Verified job listings
1,000,000+
Tailored applications submitted
Provide guest assistance, escort services, and usher support to ensure attendees are directed and seated appropriately
Monitor event activities, identify potential issues, and coordinate timely solutions to minimize disruptions
Maintain clear and consistent communication with DON/AA PID personnel throughout event execution
Collect and organize feedback and evaluation information to assess event effectiveness and identify opportunities for improvement
Maintain an internal lessons-learned matrix to document observations, challenges, recommendations, and process improvements throughout all phases of event planning and execution
Prepare and submit a draft lessons-learned matrix for Government review and approval within five working days following each event
Submit the finalized lessons-learned matrix within five days of Government approval of the draft
Develop and distribute evaluation surveys to charitable organizations participating in DON/AA Charity Fairs
Collect, organize, and summarize survey responses to help the Government improve the efficiency and effectiveness of future events
Ensure all required event documentation, reports, and deliverables are completed accurately and within established deadlines, including accelerated timelines when required
Requirements
High school diploma or equivalent
Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Publisher, and Outlook
Strong organizational skills with the ability to coordinate multiple events, deadlines, and competing priorities
Excellent written and verbal communication skills
Demonstrated professionalism and interpersonal skills necessary to interact effectively with senior Navy leadership, including Senior Executive Service (SES) officials and Flag Officers
Strong attention to detail, particularly when coordinating event logistics, schedules, ceremonial arrangements, and protocol requirements
Ability to work independently and collaboratively with Government personnel, vendors, and event participants
Ability to provide on-site event support and respond effectively to last-minute changes or unexpected challenges
Nice to have:
Previous experience in event planning, administrative coordination, conference support, or ceremonial event management
Experience supporting federal agencies, Department of Defense organizations, military commands, or senior executive leadership
Familiarity with military customs, courtesies, and ceremonial protocol
Experience coordinating high-visibility events, official ceremonies, executive meetings, or charitable campaigns
Experience managing event registration systems, vendor coordination, venue logistics, and audiovisual support
Founded in 2014, Crossroads Talent Solutions, LLC is a veteran-led SBA 8(a) and Service-Disabled Veteran-Owned Small Business headquartered in Maryland. It delivers trusted program management, administrative, and mission support services to federal agencies nationwide, including the U.S. Army, U.S. Air Force, U.S. Navy, U.S. Marine Corps, National Guard, Defense Health Agency (DHA), National Oceanic and Atmospheric Administration (NOAA), Small Business Administration (SBA), U.S. Citizenship and Immigration Services (USCIS), U.S. Attorney's Office (USAO), and the U.S. Department of Agriculture (USDA).
Crossroads Talent Solutions, LLC is a Department of Veterans Affairs Certified Veteran Owned Small Business, Small Business Administration 8a Business Development participant, and State of Maryland Department of Transportation Minority and Disadvantaged Owned Small Business, with over 20 years of professional experience in the military, government, and private sectors.
