Crossroads Talent Solutions

Client: Department of the Navy – Assistant for Administration (DON/AA) Division: Programs and Integration Division (PID)

Crossroads Talent Solutions is seeking a highly organized, detail-oriented, and professional Administrative Event Planner to support the Department of the Navy Assistant for Administration (DON/AA), Programs and Integration Division (PID). This position plays a key role in planning, coordinating, and executing high-profile events, ceremonies, and administrative programs supporting the Navy Secretariat. The ideal candidate will have strong organizational, communication, and event coordination skills, with the ability to manage multiple priorities while maintaining professionalism when interacting with senior military and civilian leadership.

The Administrative Event Planner will oversee all aspects of event coordination, from initial planning and logistics through on-site execution and post-event evaluation. Events may include charitable campaigns, Department of Defense ceremonies, Secretary of the Navy award ceremonies, military retirements, Secretariat Orientation Seminars, off-site meetings, static displays, and Senior Executive Service (SES) breakfasts and luncheons. Supported charitable initiatives include the Combined Federal Campaign (CFC), Toys for Tots, Feds Feed Families, and the Navy-Marine Corps Relief Society.

• Manage the full event planning process, ensuring all logistical, administrative, protocol, and policy requirements are addressed.
• Develop and maintain comprehensive event plans in accordance with DON/AA guidance and established procedures.
• Review incoming event requests and collaborate with stakeholders to determine event objectives, requirements, timelines, and logistical needs.
• Provide guidance to event organizers regarding applicable policies, military protocol, and event procedures.
• Identify and coordinate appropriate event venues, including government-owned and commercial facilities.
• When commercial venues are required, research and recommend three suitable options that meet event requirements and provide the best value to the Government.
• Reserve government facilities when appropriate and coordinate necessary logistical arrangements.
• Draft statements of work and supporting documentation to assist the Government in obtaining quotations from three vendors.
• Coordinate event registration, manage guest lists, and track RSVPs using online registration platforms and internal PID tracking systems.
• Prepare draft event materials, including invitations, electronic invitations, ceremonial programs, agendas, schedules, event descriptions, and visitor information.
• Maintain organized event documentation and communicate regularly with Government representatives to ensure successful planning and preparation.

• Provide hands-on, on-site support during events to ensure activities run smoothly and according to established schedules and protocols.
• Serve as a primary coordination point between event organizers, venue personnel, technical support teams, and DON/AA PID representatives.
• Oversee event setup, including the appropriate placement of flags, podiums, seating, staging equipment, and ceremonial materials.
• Coordinate audiovisual and information technology (AV/IT) requirements, including microphones, presentations, projection screens, lighting, and remote conferencing capabilities.
• Work directly with AV/IT personnel to verify equipment readiness and troubleshoot technical issues.
• Coordinate venue services, catering, staging, and other logistical arrangements to ensure successful event execution.
• Establish and manage registration and check-in areas, distributing name tags, agendas, programs, and other event materials as needed.
• Provide guest assistance, escort services, and usher support to ensure attendees are directed and seated appropriately.
• Monitor event activities, identify potential issues, and coordinate timely solutions to minimize disruptions.
• Maintain clear and consistent communication with DON/AA PID personnel throughout event execution.

• Collect and organize feedback and evaluation information to assess event effectiveness and identify opportunities for improvement.
• Maintain an internal lessons-learned matrix to document observations, challenges, recommendations, and process improvements throughout all phases of event planning and execution.
• Prepare and submit a draft lessons-learned matrix for Government review and approval within five working days following each event.
• Submit the finalized lessons-learned matrix within five days of Government approval of the draft.
• Develop and distribute evaluation surveys to charitable organizations participating in DON/AA Charity Fairs.
• Collect, organize, and summarize survey responses to help the Government improve the efficiency and effectiveness of future events.
• Ensure all required event documentation, reports, and deliverables are completed accurately and within established deadlines, including accelerated timelines when required.

• High school diploma or equivalent.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Publisher, and Outlook.
• Strong organizational skills with the ability to coordinate multiple events, deadlines, and competing priorities.
• Excellent written and verbal communication skills.
• Demonstrated professionalism and interpersonal skills necessary to interact effectively with senior Navy leadership, including Senior Executive Service (SES) officials and Flag Officers.
• Strong attention to detail, particularly when coordinating event logistics, schedules, ceremonial arrangements, and protocol requirements.
• Ability to work independently and collaboratively with Government personnel, vendors, and event participants.
• Ability to provide on-site event support and respond effectively to last-minute changes or unexpected challenges.

• Previous experience in event planning, administrative coordination, conference support, or ceremonial event management.
• Experience supporting federal agencies, Department of Defense organizations, military commands, or senior executive leadership.
• Familiarity with military customs, courtesies, and ceremonial protocol.
• Experience coordinating high-visibility events, official ceremonies, executive meetings, or charitable campaigns.
• Experience managing event registration systems, vendor coordination, venue logistics, and audiovisual support.
• Experience preparing event reports, collecting participant feedback, and documenting lessons learned.

The ideal candidate is a proactive and resourceful professional who thrives in a fast-paced, mission-focused environment. They are comfortable coordinating complex events, working with senior leadership, and managing logistical details from beginning to end. Success in this position requires exceptional attention to detail, adaptability, sound judgment, and a commitment to delivering well-organized, professional events that reflect the standards of the Department of the Navy.