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Event Coordinator/Administrator

3 hours ago

Hampton, Virginia, United States Nakupuna Companies Full time

The Nakupuna Companies are a Native Hawaiian Organization (NHO)-owned family of companies comprising large and 8(a) small businesses. Our mission is to create and implement elegant solutions to the government's most challenging problems while increasing economic opportunities for the Native Hawaiian community.  Over the past 10 years, Nakupuna has become a leader among NHOs and through our successes, the Nakupuna Foundation has given over $15MM to the Native Hawaiian community.

Nakupuna Consulting is seeking an Event Coordinator Administrator to support PACAF via ACC. This role will plan, manage, and execute high-visibility events, conferences and multinational engagements. The Event Coordinator Administrator will work across multiple agencies, countries, and partner organizations, handling venue research and selection, structured event evaluation (e.g., weighted ranking of venues), budgeting, logistical coordination, cultural and protocol considerations, participant vetting and agenda management. The ideal candidate combines strong event management skills, strategic thinking, cross-cultural awareness and experience working in joint or coalition environments.

The following reflects management's definition of key functions for this job and reserves the right to assign additional duties as necessary to meet operational requirements

  • Research, evaluate and recommend event venue options for multi-agency, multinational or coalition engagements. Use structured analytic techniques (e.g., weighted ranking) to assess venues on criteria such as cost, location, security, partner-nation access, facility support, logistics and cultural suitability.
  • Coordinate venue negotiation and contracting, monitor venue deliverables, ensure compliance with host-nation protocol, local norms and partner-nation expectations.
  • Develop and manage event budgets, track expenditures, liaise with finance and contracting offices to ensure adherence to funding policies and documentation standards.
  • Plan, schedule and coordinate event logistics travel and lodging for participants, vendor and service contracts (catering, audio/visual, IT support), transportation, security, registration, accommodation blocks, site layout, signage and event materials.
  • Work with team to vet and clear event participants (agencies, countries, partner organizations), manage registration and RSVP processes, develop and maintain participant lists, ensure appropriate access credentials and protocols.
  • Develop event agendas in coordination with participating agencies and partner-nations; incorporate cultural briefings, partner-nation sensitivities, language support/interpretation as required, and ensure alignment with strategic objectives of PACAF/ACC.
  • Provide onsite event administration and support—serve as main point of contact during event execution, coordinate vendor set-up/tear-down, troubleshoot in real time, ensure high-quality delivery and attendee satisfaction.
  • Prepare post-event evaluations, collect feedback, analyze event effectiveness against objectives, produce after-action reports and lessons-learned briefings for senior leadership.
  • Maintain effective working relationships with internal stakeholders (program managers, planning staff), external vendors, government and partner-nation representatives, and ensure clear communication and coordination across all parties.

Education/Experience
Required

  • Bachelor's degree from an accredited institution.
  • Minimum of 4 years of experience in event planning, coordination or program administration, preferably in a government, military or multinational environment.
  • Demonstrated proficiency in budgeting, vendor management, event logistics, venue selection and contracting.
  • Strong organizational, analytical and communication skills (verbal and written) with ability to meet deadlines and manage multiple priorities.
  • Experience coordinating with multiple stakeholders including international participants, partner-nations, agencies and vendors.
  • Proficiency with Microsoft Office applications and ability to learn new tools and systems for event collaboration.

Preferred

  • Experience in a joint/coalition/multinational military environment (e.g., planning exercises, conferences or engagements).
  • Familiarity with cultural/political protocols in the Indo-Pacific region, partner-nation engagement, and event planning in multi-cultural contexts.
  • Experience in itinerary and agenda development, multilingual support or coordination of interpretation/translation services.
  • Demonstrated use of structured analytic techniques (e.g., weighted ranking, decision matrices) for venue or vendor selection.
  • Experience with post-event evaluation, drafting after-action reports or lessons-learned briefings for senior leadership.

Work Location
Work is performed in Hampton, Virginia.

Clearance
Active TS/SCI security clearance required. Must be a U.S. citizen.

Physical Requirements
The ideal candidate must at a minimum, be able to meet the following physical requirements of the job with or without a reasonable accommodation

  • Ability to perform repetitive motions with the hands, wrists, and fingers.
  • Ability to engage in and follow audible communications in emergencies.
  • Ability to sit for prolonged periods at a desk and work on a computer.