Norfolk, VA, USA | Full Time WARGAME EVENT PLANNER DEFTEC delivers mission-critical solutions through skillfully delivered services and innovative products. We are inspired by our clients' critical missions and driven to provide the most effective solutions to execute their missions, operational challenges, and requirements. Our dedicated, experienced, and talented employees work closely with our clients to ensure the delivery of exceptional services and products. POSITION OVERVIEW This role is responsible for coordinating all logistical, administrative, and real-life support for wargaming events, including planning sessions, rehearsals, and post-event reviews. Acting as the central point of contact, the role manages venue setup, IT and security support, participant coordination, transportation, catering, and documentation. This position ensures smooth execution of all event phases while liaising with internal teams and external partners, contributing to continuous improvement through lessons learned and post-event analysis. JOB RESPONSIBILITIES: + Coordinate, manage, and supervise all administrative, information technology (IT), security, facility, transportation, catering, and real-life support requirements for all events related to wargame planning, development, execution, and post-event activities. This includes, but is not limited to: a. The primary wargame event(s) b. Planning conferences and workshops c. Wargame rehearsals and playtests d. Briefings to sponsors and distinguished visitors (DVs) e. After action reviews and lessons identified sessions + Serve as the central point of contact for event management, liaising with facility owners, NCIA for IT services, NATO security staff, catering providers, transport coordinators, and accommodation services. + Develop, maintain, and distribute all event-related documentation, including calling messages (formal invitations), administrative instructions, contact lists, participant rosters, and security access rosters. + Ensure that venue requirements (rooms, seating, IT infrastructure) are surveyed, booked, and configured to meet the needs of each wargame event. This includes drafting venue floor plans and managing contingency plans. + Manage participant registration, check-in, access control, and coordination of security clearances in close cooperation with host facilities and NATO security offices. + Oversee logistical arrangements, including transportation between lodging and venues, catering, social functions (icebreakers, DV day), and the secure transport of sensitive materials and equipment. + Document lessons identified from each event management cycle to continuously improve support for future events. Contribute event management annexes to final wargame reports. + Support after-action reviews (AAR) and follow-on refinement of event procedures, integrating lessons learned. + Provide proactive updates to the Project Manager / Game Director on event status, issues, and recommended adjustments to maintain schedule and quality. + Perform additional tasks related to event planning / wargame design or documentation as required by the COTR within the scope of this contract. Required Qualifications: + Nationality of one of the NATO member countries. + 4-Year University baccalaureate degree. + Demonstrated professional event coordination and management experience in the past five (5) years for events hosting at least 50 people. + Demonstrated experience working in multinational teams. + Demonstrated experience in stakeholder management. + Demonstrated understanding of all elements of event management, including facilities, transportation, administrative tasks, security, IT, and logistics. + Demonstrated familiarity with the nuances of coordinating events in Europe. + NATO Secret Security Clearance or national equivalent. + Demonstrated proficiency in English as defined in STANAG 6001 (SLP 4444) or equivalent. + Demonstrated proficiency in the use of the Microsoft Office Tool suite and collaborative software. + Prior experience coordinating or managing events at the operational and/or strategic level, including administrative and logistical support. + Experience contributing to after-action reviews and writing event management annexes or related sections of final reports. DEFTEC offers a comprehensive whole-life benefits package that includes medical, dental, vision, holiday, paid time off, 401K with a match, life insurance, short/long-term disability, and educational reimbursement. The DEFTEC team comprises professionals who make a difference daily in crucial national security missions. Our leadership knows that this happens by employing a diverse team that is well cared for. Our top priority is our employees, making DEFTEC an ideal workplace. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Please get in touch with HR@deftec.com if you require reasonable accommodations. DEFTEC is a Drug-Free Workplace where post-offer applicants and employees are subject to testing for marijuana, cocaine, opioids, amphetamines, PCP, and alcohol when criteria are met as outlined in our policies. AAP/EEO Statement DEFTEC Corp is an Equal Opportunity and Affirmative Action Employer and prohibits discrimination and harassment of any type based on actual or perceived race, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, religious creed, disability (mental and physical) including HIV and AIDS, medical condition (cancer and genetic characteristics ), genetic information, age, marital status, civil union status, sexual orientation, military and veteran status, denial of family and medical care leave, arrest record and/or any other characteristic(s) protected by federal, state or local law. This policy applies to all terms of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, training, compensation, benefits, employee activities, and general treatment during employment. Other Duties Please note that this job description is not designed to cover or contain a comprehensive listing of the activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.