Special Events Lead

About the Role

Bluestaq is seeking a Special Events Lead to own the full event portfolio — from national defense conference presence and a 500-person annual company event to the Day 1 experience every new hire walks into. This is a high-ownership, high-visibility role that requires equal parts creative vision and operational precision.

Why This Role Matters

The Special Events Lead defines how Bluestaq shows up — externally to the defense and space community, and internally to every person who joins the company. Your events are not backdrops; they are brand statements, culture signals, and mission moments. The booths you build at Space Symposium, the experience you create on a new hire's first morning, the annual event that reminds 500 people why they chose Bluestaq — each one carries the company's reputation. The work you do at this level is felt by customers, partners, recruits, and teammates long after the event ends.

Key Responsibilities

• Event Planning and Execution: Lead the planning, coordination, and execution of all company events, including conference and symposium booths, large-scale annual parties, and multi-day conferences.
• Creative Concept Development: Develop innovative event concepts, themes, and experiences that align with Bluestaq's brand and objectives.
• Vendor and Venue Management: Source, negotiate, and manage relationships with vendors, suppliers, and venues to ensure quality services and cost-effectiveness.
• Budget Management: Create and manage event budgets, tracking expenses to ensure events are delivered within financial parameters.
• Logistics Coordination: Oversee all logistical aspects of events, including scheduling, catering, transportation, accommodations, equipment rental, and on-site setup.
• On-Site Event Management: Provide hands-on leadership during events to ensure smooth operations, including troubleshooting and resolving any issues that arise.
• Stakeholder Engagement: Collaborate with internal teams and stakeholders to understand event goals, gather requirements, and provide regular updates.
• Compliance and Safety: Ensure all events comply with local regulations, safety standards, and company policies.
• Post-Event Evaluation: Conduct post-event analyses to assess success, gather feedback, and identify areas for improvement.
• Timeline Management: Develop and maintain detailed event timelines and project plans to ensure all deadlines are met.
• Team Coordination: Coordinate cross-functional teams involved in event execution, providing clear direction and fostering collaboration.  

Required Qualifications

• Creativity and Innovation: Proven ability to design unique and engaging event experiences that captivate audiences.
• Organizational Skills: Exceptional ability to manage multiple events simultaneously with strong attention to detail.
• Communication Skills: Excellent verbal and written communication skills, with the ability to effectively interact with all levels of the organization.
• Problem-Solving: Proactive and adept at identifying challenges and implementing effective solutions under pressure.
• Interpersonal Skills: Strong relationship-building skills with vendors, partners, clients, and internal teams.
• Budgeting Expertise: Demonstrated experience in creating and managing event budgets and negotiating contracts.
• Technical Proficiency: Proficiency in project management tools and Microsoft Office Suite.
• Flexibility and Adaptability: Ability to adapt to changing circumstances and work flexible hours, including evenings and weekends as needed.
• Detail-Oriented: Meticulous in planning and executing events to ensure a flawless attendee experience.
• Calm Under Pressure: Thrives in high-stress situations, remains composed when unexpected challenges arise, and quickly problem-solves while maintaining a positive attitude.
• Exceptional Time Management: Expert at balancing multiple deadlines, prioritizing tasks, and ensuring no detail is overlooked in the planning process.
• People-Oriented: Skilled in customer service, approachable, and anticipates the needs of guests, vendors, and team members to ensure a seamless experience for all.
• Tech-Savvy: Proficient in event management software, virtual platforms, and the latest event technologies, with the ability to use project management tools to track timelines and tasks.
• Adaptable: Flexible and quick to pivot when last-minute changes occur, without losing focus on the big picture or getting bogged down in minor details.
• Visionary Storyteller: Able to craft a compelling narrative through event design and execution, ensuring a cohesive and engaging experience from start to finish.
• Attention to Branding: Ensures that every event aligns with the company's brand and mission, integrating the organization’s values into every aspect of the event
• Team Player: Collaborative mindset with the ability to lead cross-functional teams effectively.
• Travel Requirement: Willingness to travel as needed for event planning and execution.

Required Experience and Education:

• Minimum of 5 years of experience in event planning and coordination, particularly with large-scale events involving hundreds of attendees.

Additional Physical Requirements:

• Must be able to lift and carry up to 50 pounds — event setup and teardown require it.
• Must be able to stand, walk, and remain on-site for extended periods during event execution.
• Must be able to access and navigate all organizational facilities, including venue spaces that may require stairs, outdoor areas, or non-standard environments.
• Occasional travel required, including transport of event materials and equipment.

Join the Mission
Ready to build technology that matters? Join us to tackle mission-critical challenges, engineer secure data ecosystems, and push the boundaries of what's possible in space, defense, healthcare, and beyond. Let's make extraordinary possible—together.