Event Coordinator

SOFWERX (SWX) was established under a Partnership Intermediary Agreement (PIA) between the United States Special Operations Command (USSOCOM) and DEFENSEWERX (DWX).  SWX is a platform designed and operated to increase collaboration and innovation, as well as explore, experiment, and assess promising technology for USSOCOM. Its growing ecosystem includes both traditional and non-traditional problem solvers with a focus on new, novel, and provocative capabilities. Our team operates with a shared mindset of collaboration, stepping in to support one another as needed to ensure collective success. 

JOB SUMMARY: 

Serve as an Event Coordinator for SOFWERX in Tampa, Florida. The Event Coordinator will ensure successful execution of all events in a cost-effective and time-efficient manner. Plan, organize, and execute all assigned events approved through USSOCOM and the SOFWERX Leadership team. Reports directly to SOFWERX Lead Event Coordinator and collaborates with the Marketing Manager as needed. This position includes serving as a backup to the Administrative Assistant, providing coverage and support as business needs require.
This is an in-person position located at SWX in Tampa, Florida. 

ESSENTIAL FUNCTIONS: 

• Serve as the primary point of contact for assigned USSOCOM stakeholders, managing day to day coordination, communication, and follow through for SWX events. 

• Coordinate with the Events and Meetings Team to ensure efficiency, coordination, and effectiveness for scheduling and execution of internal and USSOCOM-sponsored events and meetings. 

• Prepare and distribute targeted invitations, event information, venue information, and any pertinent details determined by USSOCOM Stakeholders for each specific event. 

• Collaboratively develop and implement plans, procedures, and processes necessary to support events and independently, identify potential issues and resolve them or escalate to the Lead Event Coordinator if necessary. Provide process improvement recommendations as needed. 

• Collaborates with USSOCOM Stakeholders to create clear and concise event materials including the use of a webpage builder, form builders, CRM tool, and event management tool. 

• Establish and update event timelines and agendas to ensure seamless event execution and independently measure Stakeholder and participant event feedback and testimonials. 

• Schedule and facilitate meetings with Government Stakeholder team throughout the entire event planning process ensuring assigned event objectives and deadlines are achieved. 

• Employ various marketing and event technology tools for event-related purposes. 

• Monitor event progress and track event metrics, including historical data, in event management tool and task management tool. 

• Maintain accurate and organized event documentation and assist with knowledge sharing with SWX  staff and USSOCOM. 

• Coordinate and conduct event support functions, including setup and breakdown, room configuration, transport and arrangement of furniture and equipment, audiovisual assembly, and food and beverage coordination. 

• Represent the SWX brand at events as a knowledgeable ambassador, ensuring that branding, messaging and presentation standards are clear and consistently applied. 

• Coordinate with SWX Events and Meetings Manager and Marketing Manager to distribute necessary details and information for upcoming events to the ecosystem.  

• Contribute to the planning and content development for social media platforms, such as Instagram, Facebook, Twitter, and LinkedIn, in coordination with the Marketing Manager. 

• Assist in content creation for social media related to assigned events, dates in history, intern and industry fellow recognition, etc.  

• Serve as an assistant tour guide for SWX visitors. 

• Provide backup support for administrative and reception functions when needed, including SWX merchandise and snack bar sales, restocking, inventory, answering phone calls, and visitor assistance. 

• Occasionally assists in the management, cleanliness, and organization of the reception desk during backup coverage periods. 

• Make timely decisions at the appropriate level and promptly advise the Lead Event Coordinator and Events and Meetings Manager when escalation, guidance or approval is needed. 

• Other tasks, duties, or projects assigned by the Lead Event Coordinator or Events and Meetings Manager. 

QUALIFICATIONS: 

• Education: Bachelor's degree in a related field in hospitality management, event management, communications, or public relations is preferred, or a combination of relevant education and experience. 

• Experience required: Microsoft Office Tools, preferred experience with tools such as: Canva, , Sli.do, form builder tools, and HubSpot (or other CRM tool). 

• Excellent planning, problem-solving, and organizational skills.  

• Well-developed interpersonal skills, including written and verbal communication skills. 

OTHER KEY REQUIREMENTS: 

• Ability to pass a background check
• Ability to successfully obtain and maintain a security clearance or successfully obtain and maintain ITAR license 

• Availability to work occasional weekends and/or evenings to support SWX activities 

• Proficiency in computer skills and capability of adapting to new software platforms quickly. 

• Efficient time-management skills; willingness to multitask and take initiative. 

• Team player mindset with a willingness to help others and maintain a positive attitude. 

• Attention to detail with above average proofreading skills. 

• Must be comfortable with leading tour groups and public speaking. 

• Ability to lift ~35 lbs and be on your feet for extended periods of time. 

CONDITIONS OF WORK:

• Be a servant leader willing to share credit and own accountability
• Be a part of a team
• Bring a growth mindset and be open to learning and coaching

DEFENSEWERX VALUES:

• Teamwork: Leverage our strengths to achieve our objectives
• Integrity: Honor commitments to all those we serve
• Excellence: Deliver clear and measurable outcomes aligned to program and partner objectives
• Empathy: Truly seek to understand and value others' place and position
• Innovation: Advance the art of the possible

DEFENSEWERX offers competitive and comprehensive benefits package options for full-time employees.

• Medical, Dental, and Vision  
• Paid Time Off  
• Paid Holidays  
• HSA/FSA options  
• 401K   
• Supplemental health insurance  
• Concierge Telemedicine
• Life insurance and AD&D  
• Short Term and Long Term Disability coverage  
• Employee Assistance Program (EAP) 

Applications will be accepted from all qualified persons. DEFENSEWERX does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, parental status, military service, or other nonmerit factor. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Applicants requiring reasonable accommodation for any part of the application and hiring process should contact DEFENSEWERX directly.

While this job description is intended to be an accurate reflection of the essential job required, management reserves the rights to modify, add, or remove duties from jobs and to assign other duties as necessary.