[Hiring] Event Planner @Aptive

Role Description

Artemis is seeking a part-time Event Planner to support a Veterans Health Administration (VHA) public ad mental health effort. The Event Planner will be responsible for planning and executing approximately 25 events per year — including virtual and face-to-face workshops, conferences, and summits held at VA facilities. This role owns the full event lifecycle, from pre-planning and logistics coordination through onsite execution and post-event evaluation, in close coordination with the VA team, advisory group, and VA Office of Information and Technology (OIT).

The Event Planner role requires a self-starter, proactive problem solver and action-oriented team player with previous experience in management consulting and business development pursuits. This position needs an individual that is committed to providing superior service, poised under pressure and has a positive and flexible attitude. This is a contingent hire position. Offers will be contingent upon client approval, ability to meet security requirements, and the ability to adhere to any on-site requirements (which may change at contract award). Remote work is anticipated. However, occasional travel for client engagements may be required.

Primary Responsibilities

• Manage events, workshops, and summits associated with the Strategic Sprints, including virtual and face-to-face events held at VA facilities (approximately 25 events per year).
• Coordinate event logistics, registration, virtual and in-person setups, content development, breakout sessions, agendas, and participant engagement activities.
• Develop and maintain Event Execution Timelines for each event, submitted in advance of the event date.
• Create conference registration materials, event agendas, and post-event summaries.
• Develop Logistics Coordination Plans and Vendor Management documentation, including online platforms that facilitate communications and content sharing between the contractor and the program office.
• Coordinate all conference activities with the VA team and advisory group across the pre-planning, planning, execution, and post-conference phases.
• Coordinate onsite logistics and travel for events, as required.
• Assist the technology support team and coordinate with VA OIT, as needed, for utilization of the conference application.
• Conduct post-event evaluations, collect participant feedback, and deliver Post-Event Evaluation Reports with recommendations for improvement within required timelines.
• Ensure all event materials and activities comply with VA policies and Section 508 accessibility standards.
• Support weekly status meetings with the COR and VA Program Manager and contribute event updates to weekly and monthly progress reporting.

Qualifications

• 4+ years of professional event, conference, or meeting planning experience.
• Bachelor's degree in hospitality management, communications, business, public health, or a related field.
• Expert experience in the public health field, with an understanding of healthcare program audiences and stakeholders.
• Experience planning and executing both virtual and in-person events, including proficiency with virtual event and registration platforms (e.g., Microsoft Teams, Webex, or similar).
• Experience supporting federal government events; familiarity with VA facility protocols and government event requirements strongly preferred.
• Demonstrated experience with vendor management, logistics coordination, and event budget/timeline tracking.
• Familiarity with Section 508 accessibility requirements for event materials and platforms.
• Experience supporting complex projects and transformation efforts within the federal government.
• Comfortability with supporting complex client relationships.
• Ability to manage competing deadlines across multiple concurrent events.
• Ability to obtain and maintain a public trust clearance.
• Legal authorization to work in the U.S.

Desired Qualifications

• Strong critical thinking, analytical and time management skills.
• Proven ability to organize, prioritize and work well with others.
• Ability to communicate thoughts, ideas and solutions logically both written and orally.
• Ability to stay calm under pressure and in a fast-paced environment.
• Ability to receive feedback from clients and implement changes quickly and effectively.
• Ability to get up to speed quickly on complex issues.
• Desire to work in a fast-paced, rapidly evolving environment.