INDOPACOM - ALPHA - Event Coordinator Administrator - Journeyman

Position Location: Hampton, VA - Joint Base Langley-Eustis (JBLE)

This position and the associated duties and responsibilities are contingent upon securing the necessary funding and formal contract award.

Makai is an NHO 8(a) that specializes in C5ISR services, DoD systems integration, business analytics, and the modernization of wired and wireless government networks. Makai provides professional services and technical expertise in mobile/edge computing (deployable 5G), systems engineering, cybersecurity, data migration and storage, software development (DevSecOps), and process improvement.

Makai is seeking an Event Coordinator Administrator to support Pacific Air Forces (PACAF) Air Combat Command (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, culture 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.

Essential Duties and Responsibilities

• 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, serving 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

Degree/Education and Training Requirements

• Bachelor's degree from an accredited institution

Experience

Required:

• 5-10 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, or multinational 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 agency development, multilingual support or coordination of interpretation/translation services
• Demonstrated use of structured analytic techniques (e.g. weighted ranking, decision matrices) for vendor or venue selection
• Experience with post-event evaluation, drafting after-action reports or lessons-learned briefings for senior leadership

WORKING CONDITIONS

• Work will be performed inside a large facility. An inside environment may be a cubicle (considerations: close quarters, low to moderate noise, bright or dim lighting).
• Work assignments vary based on client requirements.
• Sitting at desk. Phone use and PC or laptop. Filing required. May require lifting and carrying boxes of supplies or files up to 25 lbs. Extended periods of sitting while on PC/laptop or phone.
• General office equipment, which includes telephone, fax machine, copier, PC/laptop, and other miscellaneous office equipment.
• Regular attendance in accordance with established work schedule is mandatory.
• You may be asked to continue performance during inclement weather or other conditions when others are not permitted to work
• No regular travel in support of this contract, however ad-hoc travel may be required
• Candidates must exhibit professional behavior that promotes teamwork, fosters cooperation, and enhances productivity in the workplace. Must be well organized with the ability to coordinate, prioritize and execute multiple tasks simultaneously in a high-pressure environment. Ability to communicate verbally and in writing to work effectively with a variety of government, military and contractor personnel at all levels.
• Candidates must be able to interface effectively with individuals at all levels of the organization.
• Grooming and dress is usually business casual, but dependent on client's standards. Must not pose a safety hazard to employees working in the same general area.

SECURITY CLEARANCE

• Active TS/SCI clearance required

Estimated Compensation

• $67,000 - $75,000

Individual salaries are determined by a variety of factors including but not limited to employee's experience, skills, education, industry, location, company size, and overall market demand.

General Description of Benefits and Other Compensation to be Offered:

• 11 Federal Holidays with Pay
• Vacation (Personal/sick leave)
• Medical, Dental, Vision
• Wellness Participation
• Weight Loss Reimbursement
• Health Care Flex Spending
• Short Term/Long Term Disability
• Simple IRA (Savings Incentive Match Plan)
• Basic Life Insurance
• Tuition Assistance Program
• Employee Assistance Program (EAP)
• Other Paid Absences
• Professional Memberships
• Overtime Pay
• Flexible Spending Account (FSA)

As an EOE/AA employer, Makai, LLC will not discriminate in its employment practices due to an applicant's race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status.