Event Specialist

ARS is seeking a detail-oriented Event Specialist to support the planning and execution of professional events that connect innovation stakeholders across government, industry, and academia. This role will coordinate logistics, manage attendee experiences, and ensure smooth event operations for various formats including conferences, workshops, and networking activities. The ideal candidate will combine strong organizational abilities with excellent customer service skills to deliver successful events that advance program objectives. This position offers the opportunity to support high-impact events that foster collaboration and accelerate technology transition within the defense innovation ecosystem.

Why Work with us?

Applied Research Solutions (ARS) is respected as a world-class provider of technically integrated solutions as we deliver premier talent and technology across our focused markets for unparalleled, continuous mission support.Awarded a Best Places to Work nominee since 2020, ARS recognizes that without our career- driven, loyal professionals, we would not be able to deliver state-of-the-art results for our mission partners. We firmly believe that prioritizing our employees is of the upmost importance. We provide a culture where our employees are challenged to meet their career goals and aspirations, while still obtaining a work/life balance. ARS employees are motivated through our industry competitive benefits package, our awards and recognition program, and personalized attention from ARS Senior Managers.

Responsibilities include:

• Support the planning and execution of high-quality events aligned with program objectives
• Coordinate logistical elements including venue arrangements, equipment, transportation, and catering
• Assist with developing event timelines, run-of-show documents, and staffing plans
• Manage registration processes and attendee communications
• Provide on-site event support including check-in, room setup, and customer service
• Coordinate with vendors to ensure timely delivery of services and materials
• Assist with preparing event materials including agendas, name badges, and signage
• Support protocol requirements for government and military participants
• Identify potential logistical issues and implement solutions during event execution
• Assist with post-event evaluations and metrics collection
• Maintain event documentation and resources for future planning
• Support virtual and hybrid event technology needs
• Coordinate security clearance processes and venue access for attendees
• Assist with budget tracking and expense documentation
• Support social and networking components of events
• Other duties as assigned

Qualifications/ Technical Experience Requirements:

• Must be a US citizen
• Bachelor's degree in Event Management, Hospitality, Communications, or related field (or equivalent experience)
• 3+ years of experience in event planning and coordination
• Experience with both in-person and virtual/hybrid event formats
• Strong organizational skills with ability to manage multiple tasks simultaneously
• Excellent attention to detail and follow-through
• Strong interpersonal and customer service skills
• Proficiency with registration systems and event management software
• Experience with event setup and on-site logistics management
• Problem-solving abilities and flexibility in fast-paced environments
• Proficiency with Microsoft Office suite and digital collaboration tools
• Ability to obtain and maintain required security clearance
• Willingness to travel (approximately 25%)
• Availability to work occasional evenings or weekends for event execution

Desired Qualifications:

• Experience supporting government, military, or defense industry events
• Knowledge of federal travel and event regulations
• Background in technical conferences or innovation-focused events
• Experience with virtual event platforms and technologies
• Understanding of government protocol and security requirements
• Experience with exhibition or trade show support
• Background in customer relationship management or hospitality
• Knowledge of accessibility requirements for events
• Experience with event marketing or communications
• Familiarity with AV equipment setup and troubleshooting

All positions at Applied Research Solutions are subject to background investigations. Employment is contingent upon successful completion of a background investigation including criminal history and identity check.

This contractor and subcontractor shall abide by the requirements of 41 CFR 60-741.5(a). This regulation prohibits discrimination against qualified individuals on the basis of disability, and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified individuals with disabilities.

This contractor and subcontractor shall abide by the requirements of 41 CFR 60-300.5(a). This regulation prohibits discrimination against qualified protected veterans, and requires affirmative action by covered contractors and subcontractors to employ and advance in employment qualified protected veterans.