Job Description

Aptive is seeking an experienced Communications & Events Specialist to support the planning and execution of a large, multi-day annual conference program for a federal client. This role combines strategic event communications, attendee engagement, registration management, and complex event logistics to deliver high-quality experiences for government stakeholders, sponsors, exhibitors, speakers, and attendees.

The Communications & Events Specialist will oversee day-to-day conference operations and drive execution across event communications, registration operations, logistics, and onsite delivery. The ideal candidate is highly organized, proactive, detail-oriented, and experienced managing complex events with multiple stakeholders, competing priorities, and high visibility. This role requires the ability to independently manage workstreams, drive operational execution, and make informed recommendations in a fast-paced client environment.

This position may be remote, with preference given to applicants in the Washington, DC metro area. Travel for site visits and event execution (<10%) may be required.

Primary Responsibilities

Marketing & Communications

• Lead development and execution of integrated event communications and marketing plans, including email campaigns, social media promotion, website content, and attendee outreach.
• Drive attendee engagement strategies to increase participation, visibility, and overall event experience.
• Develop and manage communications for attendees, speakers, exhibitors, and sponsors, including registration messaging, logistical updates, and promotional materials.
• Partner with internal creative teams to oversee the development of conference branding, signage, collateral, and digital assets.
• Analyze attendee engagement and campaign performance metrics to inform future communications strategies and continuous improvement initiatives.

Registration & Attendee Experience

• Oversee the full attendee and speaker registration lifecycle, including registration platform configuration, reporting, onsite check-in operations, and post-event analytics.
• Serve as lead for onsite registration operations, including workflow management, issue resolution, and training of temporary event staff.
• Manage attendee support channels, including registration inboxes and customer service communications.
• Monitor registration trends, attendee data, and revenue reporting in coordination with finance teams and registration vendors.
• Develop attendee surveys and evaluate participant feedback to improve future event planning and attendee experience.

Client & Project Leadership

• Build and maintain strong working relationships with clients, stakeholders, vendors, and internal teams through responsive, high-quality service delivery.
• Maintain accurate project documentation, timelines, workbooks, and operational records across all assigned event activities.
• Lead continuous improvement efforts by refining processes, identifying operational efficiencies, and implementing best practices across event planning and communications workflows.
• Provide strategic and operational recommendations to support successful event execution and long-term program goals.

Event Operations & Logistics

• Manage vendor coordination and operational timelines to ensure successful delivery of conference activities and supporting services.
• Collaborate with Project Manger snf internal teams to maintain produsctions schedules, planning documents and event deliverables.
• Track event expenses, process vendor invoices, and support busget reconciliation and post-event reporting.
• Support event planning and operational logistics as needed.

Minimum Qualifications

• 5-10 years of experience in event planning, conference operations, registration management, or marketing communications.
• Bachelor’s degree in hospitality, event management, communications, public relations, marketing, or a related field, or equivalent combination of education and experience.
• Demonstrated experience leading communications and marketing efforts for events, including email campaigns, attendee engagement, and social media promotion.
• Hands-on experience with event registration platforms such as Cvent, Swoogo, Whova, Eventbrite, or similar systems.
• Experience working in client-facing environments with high visibility, evolving priorities, and strict deadlines.
• Experience supporting large-scale, complex conferences or meetings with multiple breakout sessions, exhibitors, sponsors, and stakeholder groups.
• Strong understanding of onsite conference operations, registration management, and event logistics.
• Excellent organizational, analytical, and problem-solving skills with the ability to manage multiple priorities in fast-paced environments.
• Strong written and verbal communication skills with a high level of professionalism and customer service.
• Proficiency in Microsoft 365 Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Familiarity with collaboration and project management tools such as Teams, Slack, Jira, or SharePoint.
• Ability to work independently while coordinating across multiple teams and stakeholders.
• Willingness to work evenings or weekends during event execution periods and travel as needed (<10%).
• Legal authorization to work in the U.S.

Desired Qualifications

• CMP or CGMP certification.
• Master’s degree in communications, hospitality management, marketing, public administration, or a related field.
• Experience supporting federal government clients and/or external client-facing events.
• Experience working with strict compliance, accessibility (ie Section 508), or formal client approval frameworks
• Experience supporting conferences with 1,000+ attendees and/or exhibitor programs.
• Experience coordinating sponsor and exhibitor engagement activities.
• Experience supporting event budget tracking and financial reconciliation for events.
• Experience leveraging AI-powered tools to optimize event workflows, copy generation, data analysis, or attendee engagement tracking.

About Aptive

Aptive partners with federal agencies to achieve their missions through improved performance, streamlined operations and enhanced service delivery. Based in Alexandria, Virginia, we support more than a dozen agencies including Veterans Affairs, Transportation, Defense, Homeland Security and the National Science Foundation. ​

We specialize in applying technology, creativity and human-centered services to optimize mission delivery and improve experiences for millions of people who count on government services every day. ​

Founded: 2012Employees: 300+ nationwide

EEO Statement

Aptive is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, national origin, religion, creed, sex, sexual orientation, gender identity, marital status, parental status, veteran status, age, disability, or any other protected class.

Veterans, members of the Reserve and National Guard, and transitioning active-duty service members are highly encouraged to apply.