International Events & Program Coord Spec
hace 1 día
Butlerville
Job Description About Our Company: Blackrock Strategy LLC (BrS) is a Veteran-Owned Small Business (VOSB) dedicated to delivering cutting-edge solutions to both government and commercial clients. Our expertise spans the Department of Defense, Intelligence Community, private equity, high-net-worth families, and business leaders, offering innovative, tailored support to meet their most pressing needs. Our mission is to provide tailored expertise to optimize resources and reduce risk, protecting the interests of government agencies, businesses, and individuals. We deliver expert assessments and proactive strategies to ensure safety, resilience, and relevance in a dynamic world. At Blackrock Strategy, we believe in investing in our people. When you join us, you’ll have the opportunity to work on meaningful projects that challenge and inspire you, surrounded by a team that values your ideas and contributions. We prioritize professional development, offer competitive benefits, and foster a workplace culture built on respect, innovation, and teamwork. Whether you’re a seasoned expert or just starting your career, we provide the tools and support you need to succeed and thrive. Join us, and be part of a company that values integrity, embraces innovation, and celebrates the unique skills each team member brings to the table. Blackrock Strategy is seeking a dedicated International Events & Program Coordination Specialist to support Mission Japan’s America 250 programming on location at the US Embassy in Tokyo, Japan. The Specialist will provide full-spectrum support across planning, tracking, logistics coordination, stakeholder engagement, documentation, reporting, and on-site event execution. This role requires a highly organized professional with experience supporting large-scale public events, public-facing programming, and U.S. government processes. This role will work closely with Embassy sections, consulates, U.S. Forces Japan (USFJ), Japanese government partners, cultural organizations, volunteers, and private-sector stakeholders. **This position is a one-year contractual assignment, contingent upon contract award. Housing, relocation assistance, and lodging costs are not provided under this role’s requirement. ** The selected individual must be a U.S. citizen and willing to relocate to Tokyo, Japan, for this specified role. Key Responsibilities Program Coordination & Tracking • Maintain the America 250 master event calendar, milestone tracker, and planning tools., • Track deadlines, dependencies, approvals, and deliverables across program components., • Prepare agendas, meeting summaries, and action items for internal and external coordination meetings., • Monitor progress across Embassy sections, Consulates, USFJ, Japanese government representatives, private-sector partners, and volunteers., • Monthly deliverables include:, • Updated America 250 calendar, • Updated action tracker and stakeholder matrix, • Develop event management plans, timelines, run-of-show drafts, staffing plans, and tasking lists., • Conduct site visits with Embassy staff and prepare readiness notes, logistics recommendations, staffing assessments, and equipment requirements., • Support guest list coordination, invitations, seating charts, and stakeholder list management., • Facilitate liaison support between protocol, logistics, public affairs, and security teams., • Event-planning deliverables include:, • Event planning plans, • Finalized run-of-show, • Vendor/task tracking lists, • Maintain updated contact lists for partners, donors, cultural organizations, and key event organizers., • Track follow-up actions and communications with U.S. and Japanese stakeholders., • Assist Embassy officers with briefing materials, bios, talking points, and event-related documentation., • Deliverables may include:, • Updated stakeholder matrix, • Briefing packets and talking points, • Assist with event setup, vendor coordination, registration, guest flow, and schedule adherence., • Provide real-time logistical updates and support to Embassy leadership during events., • Support VIP movements, manage signage, and troubleshoot operational issues., • On-site deliverables include:, • Updated run-of-show adjustments, • Day-of operations notes, • Produce weekly status reports outlining accomplishments, upcoming deadlines, risks, and priorities., • Maintain and update master calendars, trackers, and planning documents., • Prepare event-specific documents including site visit notes, readiness summaries, and planning checklists., • Submit after-action reports within five business days following major events., • Prepare the annual consolidated program summary capturing key accomplishments and event data., • Reporting deliverables include:, • Weekly written status reports, • Site visit notes and readiness documentation, • After-action reports, • Annual program summary Required Qualifications • U.S. citizenship., • Minimum five (5) years of professional experience working directly for, with, or in close partnership with the U.S. Department of State or another U.S. government agency. Experience may include service as a direct-hire, contractor, implementing partner, grantee, detailee, foreign mission partner, or embedded consultant supporting U.S. Government programs, operations, or official events., • At least one (1) year of experience managing, coordinating, or supporting large-scale international events, multi-day public festivals, global expos, international cultural programs, or other major multi-stakeholder public events., • Demonstrated ability to coordinate across multiple stakeholder groups, including U.S. government agencies, foreign governments, private-sector partners, local authorities, and military organizations., • Experience developing event planning materials such as run-of-show documents, event timelines, readiness checklists, and operational planning documents., • Proven ability to operate independently in a high-visibility, deadline-driven, cross-cultural environment., • Native level written and oral communication skills in English, including the ability to prepare concise reports, memos, planning documents, and briefings. Preferred Qualifications • Prior experience supporting U.S. Embassy or Consulate operations, interagency coordination, or foreign mission public diplomacy programming., • Previous involvement in major events in Japan or other complex international settings., • Familiarity with Japanese organizations, event culture, or logistical norms (preferred but not required). Position Details Position Type: One-year contract position (contingent upon award). Work Location: U.S. Embassy Tokyo, associated Consulates, and various event sites throughout Japan. The Embassy and contract requirements will determine the level of hybrid/telework flexibility. Travel Requirements: Domestic travel within Japan may be required for site visits, coordination meetings, and event support. Occasional weekends or after-hours work may be necessary for significant events or readiness activities. Work Hours: Standard Monday–Friday schedule, with adjusted hours during peak event periods, public festivals, or VIP engagements. Housing: Housing and housing-related costs are not provided. Relocation: Relocation assistance is not included unless otherwise specified by the contract