Events Manager

Company Overview

Pantheon Data (a Kenific Holding company) is a private, small business based in the Washington, DC, area. Pantheon Data was founded in 2011, initially providing acquisition and supply chain management services to the US Coast Guard. Our service offerings have grown in the past ten years, including infrastructure resiliency, contact center operations, information technology, software engineering, program management, strategic communications, engineering, and cybersecurity. We have also grown our customer base to include commercial clients. The company has used this experience to expand our service offerings to other agencies within the Department of Homeland Security (DHS), the Department of Defense (DoD), and other Federal Civilian Agencies.

Position Overview

We are seeking an Events and Exhibitions Manager to plan and execute official ceremonies, observances, command events, and symposium participation for a Navy headquarters organization at the Washington Navy Yard.

The work spans two related areas. The first is protocol and ceremony: change of command, retirements, promotions, award presentations, all hands calls, leadership off-sites, and visits by senior U.S. and foreign dignitaries. The second is exhibitions: representing the command at symposiums and trade shows, which means booth coordination, exhibitor and speaker registration, and on-site execution from setup through teardown.

These events are formal, visible, and attended by flag officers, senior executives, and invited guests. Much of the job is logistics and vendor coordination done far enough in advance that the day itself looks effortless. The rest is the judgment to adapt when a principal's schedule shifts four hours before the ceremony.

You will own events end to end, concept through after-action. You will work directly with senior leadership, their executive assistants, facilities and security staff, vendors, and counterparts across the Navy enterprise.

Responsibilities

Protocol and ceremonies

• Provide subject matter expertise across all aspects of protocol for command events and meetings, including conferences, award ceremonies, retirements, promotions, and changes of command.
• Conceptualize, plan, coordinate, and execute protocol for visits by high-ranking U.S. and foreign dignitaries.
• Apply protocol standards correctly and consistently: order of precedence, seating, flags and honors, invitations and RSVP management, receiving lines, escort assignments, and gift protocol.
• Build and maintain the ceremony program, sequence of events, and script, and run rehearsals with participants.
• Coordinate with security, facilities, parking, and visitor access to ensure guests and distinguished visitors arrive and move without friction.

Command events

• Conceptualize, plan, coordinate, and execute all event-planning activities for command events and meetings, including leadership off-sites, all hands calls, and command observances.
• Provide customer service and event logistics support at the command and, as required, elsewhere in the National Capital Region.
• Manage event budgets with accuracy and documented compliance with applicable funding rules and approval thresholds.
• Source, contract, and manage vendors for venue, catering, audiovisual, furniture, rentals, and printing, and hold them to the schedule.
• Produce event documentation including run of show, invitations, programs, place cards, signage, and after-action summaries.

Exhibitions and symposiums

• Serve as the command's agent for symposium and trade show participation, including booth design coordination, procurement of supporting products and services, and show execution.
• Coordinate all administrative matters associated with exposition planning and execution, including drayage, electrical, network connectivity, audiovisual support, and furniture.
• Register exhibitors and speakers and manage their requirements through the event.
• Support on-site logistics from exhibit setup through the duration of the show and teardown.

Planning and coordination

• Maintain the forward event calendar and manage several events simultaneously, each on its own timeline and at a different stage.
• Build back from the event date to interim milestones, and surface slips early enough to fix them.
• Produce meeting minutes, decisions, and action items from event planning sessions.
• Coordinate with photography, videography, graphics, and social media staff so that each event is documented and the products are usable afterward.
• Capture lessons learned and maintain templates, checklists, and vendor records so the next event starts further along than the last one.

Required Skills and Experience

• Bachelor's degree in a field related to this work and a minimum of six (6) years of relevant professional experience.
• Demonstrated experience planning and executing formal ceremonies and official events in a military, government, or comparable institutional setting.
• Working knowledge of protocol: order of precedence, seating, flags and honors, invitations, and distinguished visitor handling.
• Demonstrated experience managing event budgets, including tracking expenditures and complying with applicable approval and funding requirements.
• Demonstrated experience sourcing and managing vendors across venue, catering, audiovisual, rental, and print services.
• Ability to manage several concurrent events at different stages without losing track of any of them.
• Strong customer service orientation and the composure to work directly with senior military and civilian leaders and their staffs.
• Sound judgment and the ability to adapt on short notice when a schedule, principal, or venue changes.
• Clear written communication suitable for invitations, programs, scripts, and correspondence to senior leadership.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, SharePoint, and Teams.
• Ability to work onsite at the Washington Navy Yard, with occasional early, late, and weekend hours around events, and occasional travel within and outside the National Capital Region.
• Ability to work effectively remotely in cross-functional teams.
• Ability to meet deadlines and produce quality work.

Preferred Skills and Experience

• Experience supporting protocol and events for Navy or other Department of Defense organizations at the flag officer or Senior Executive Service level.
• Familiarity with Navy and DoD protocol references and ceremony conventions.
• Experience with large formal ceremonies involving multiple organizations, external guests, and media presence.
• Experience coordinating exhibits or booths at defense symposiums, conferences, or trade shows, including registration, drayage, and show services.
• Experience supporting visits by foreign dignitaries or multinational participants.
• Working knowledge of NAVSEA, the Navy, and the Department of Defense.
• Photography, videography, or graphic design skills sufficient to support event documentation and materials, including familiarity with Adobe Creative Cloud.
• Experience coordinating with public affairs and media staff at events.
• An active Secret clearance is strongly preferred.

Clearance Requirements

Applicants selected will be subject to a security investigation and may need to meet eligibility requirements. Secret Clearance is required for continued employment.

• Must maintain a favorable background investigation at the Secret level for the duration of the assignment.
• Must execute a non-disclosure agreement within 15 days of hire.

Work Location: Hybrid - Washington, D.C. (Washington Navy Yard)

Event support regularly requires presence before and after normal business hours and occasionally on weekends.

• Our company prioritizes the benefits of flexibility and collaboration, whether that happens in person or remotely.
• If the position is remote or hybrid, you may periodically work from a Pantheon Data office location or client site.
• If this position is assigned to a Pantheon Data office location or client site, you'll work with colleagues and clients in person, as needed for specific client requirements.

Compensation

The salary range for this position is $105,000 - $120,000. This is not, however, a guarantee of compensation or salary. Rather, salary will be set based on experience, geographic location and possibly contractual requirements and could fall outside of this range.

Benefits Overview

We are always looking for good people! Pantheon Data is committed to providing its employees with competitive salaries and benefits in order to increase employee satisfaction and productivity. In addition to our benefits, we also offer SmartBenefits through the Washington Metro Area Transportation Authority, where you specify an amount of your pre-tax wages be paid directly to your SmarTrip account. In some cases, tuition assistance may be available for continuing education expenses and certifications related to their position. Additional details may be found at https://pantheon-data.com/careers/

Pantheon Data Important Information

All qualified applicants will be considered for employment without regard to disability, status as a protected veteran, or any other status protected by applicable federal, state, local, or international law.

As part of the application process, you are expected to be on camera during interviews and assessments. We reserve the right to take your picture to verify your identity and prevent fraud.

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to our Talent Team at Recruiting@pantheon-data.com or by phone (571) 363-4020.

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