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PDS Tech Inc Communications Event Coordinator in Herndon, Virginia

PDS Tech Inc. is seeking a Communications Specialist, in Herndon, VA.

Position Summary:

This position will plan, oversee and execute select external events and support high profile industry events Companywide. As needed and on occasion, the position will also support select Tradeshow and Exhibitions events. The individual will oversee and perform all Procurement related tasks associated with events and submit all event applications in the Gifts and Hospitality Tool. The position will oversee the Promotional Items process, manage and maintain inventory and play a key role in implementing the Promotional Items Directive. The position will also provide general support across the Communications team. The position reports to the Communications Manager.

Primary Responsibilities:

Event Management and Support - 50%

  • Creates, plans and executes select strategic industry events in support of Company business goals in North America ( Laureate Awards, Aero Club Luncheons, Wright Memorial Dinner )

  • Provides event support for high profile events to include assisting the executive office, commercial customers ( Milestone Delivery Events ) and key industry events (i.e. Wings Club Gala )

  • Supports Mobile based key events as needed

  • Creates digital invitations and documents (calendars/timelines/agendas/task sheets/run of show) in support of events

  • Manages invitation process (creates digital invitations, develops invitation lists, prepares customized response forms and tracks all responses)

  • Maintains inventory of Company branded event items such as banner stands, step and repeats, tablecloths and printed materials

  • Engages with internal stakeholders to provide events support and/or serves as a resource

  • Participates in and supports Tradeshows as requested and with the approval of the Communications Manager ( Oshkosh Airshow, Women In Aviation, MRO, ISTAT, AAAA )

  • Trains and oversees use of Company Event Digital Tools ( Event Management Tool, Gifts and Hospitality and Sponsorship, Donation and Membership Tool )

  • Contributes to ongoing development of Company Events Protocols

  • Manage procurement and finance tasks/processes associated with events and key vendors; to include use of Click and Buy and Gifts and Hospitality tools.

Manages Promotional Items - 35%

  • Maintains, organizes and replenishes Promotional Items Inventory

  • Communicates with employees to convey promotional items policy and ensure the global Promotional Items Directive is followed

  • Fulfills requests for promotional items to internal clients/customers per Comms protocols

  • Coordinates with internal stakeholders (Sales/Executive Office) on customized corporate gifts

  • Engages with AFSO - the official global supplier

  • Manages requests from Sales for customer aircraft models

  • Maintains and manages inventory of Company models

Other Duties As Assigned - 15%

  • Internal Events - Provides event guidance/support and serves as a resource for internal customers/events.

  • Engages with and supports the Communications team as needed.

Qualified Experience / Skills / Training:

  • Minimum 5 years of experience required, including a minimum of 3 years of experience in events or relative activities

  • Attention to detail and precision.

  • High capacity for problem solving.

  • Knowledge of correct protocol and appropriate etiquette helpful.

  • Project management experience.

  • Ability to manage an event-related budget.

  • Demonstrated experience working with others collaboratively.

  • Experience in working closely with senior executives, elected or appointed officials.

Technical Skills:

  • Knowledge of MS Office Google Suites required

  • Knowledge of multimedia tools such as PhotoShop, Illustrator, Indesign desired

  • High degree of familiarity with digital technologies, tools, and platforms relevant to virtual events.


  • Bachelor's Degree Preferred


  • The ideal candidate should bring robust and creative experience in events management with proven digital skills and project management experience.

  • Experience building strong relationships across stakeholder groups with the ability to effectively influence and communicate across various business groups at senior levels.


Communication Skills (Spoken, Written, Influencing, Proficiency in Other Languages):

  • Excellent written and verbal communication skills in English.

  • Excellent organizational and time management skills.

  • French and/or Spanish a plus

Travel Required:

Some domestic travel required - 15%


  • Authorized to Work in the US


  • None

Decision Making, Complexity:

  • Ability to manage events/projects involving internal and external stakeholders across departments and management levels

  • Ability to work efficiently across business divisions and sites, spanning geography, time zone, language and culture

  • Individual must have the ability to prioritize and multitask rapidly evolving requirements in a complex and dynamic environment

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.