Events Associate

Role Overview

• Oversee full event registration lifecycle, including building registration pages and event apps, regular reporting, onsite check-in, and after-action reports and analysis.
• Set up and manage attendee customer service channels (email and phone).
• Support vendor coordination, including RFPs for registration and onsite materials.
• Collect and track all revenue, including online payments and mailed checks; reconcile with registration vendor and in-house accounting department.
• Provide onsite support during events and train and manage on-site registration staff.
• Draft communications for attendees and events, including emails, registration website pages, and social media content.
• Coordinate with in-house creative team to develop assets for registration site and event app.
• Create attendee surveys and report event metrics with attendee feedback to inform future planning and continuous improvements.
• Oversee hotel logistics including catering, hotel room blocks, contract concessions, and VIP arrangements.
• Support main stage and breakout session logistics, including audiovisual coordination, room sets, run of show management, and rehearsals.
• Develop and manage Requests for Proposals (RFPs) to secure vendors and services.
• Manage third-party vendors providing services for promotional items, temporary staff, security, catering, audiovisual, and signage.
• Collaborate with the General Service Contractor to manage signage, branding, shipping, exhibit booth assignments, exhibitor tracking, exhibitor kits, and onsite setup.
• Work with in-house creative team on branding and event materials.
• Create seating charts for large events up to 2,000 people.
• Provide on-site support for client and participants at events and in the exhibit hall.
• Process vendor payments and track expenses against event budget.
• Assist with post-event reporting, budget reconciliation, and analysis of event outcomes to inform future planning.
• Deliver high-quality client service by building and maintaining strong relationships with clients, stakeholders, and internal teams.
• Maintain accurate and up-to-date project documentation, timelines, templates, and workbooks for assigned events and registration tasks.
• Actively participate in all client meetings and record meeting minutes required for government records.
• Support the implementation and refinement of departmental processes and lead continuous improvement within their area of focus.

Requirements

• 5-10 years of experience in event management, including planning and supporting large, complex events with multiple breakout sessions.
• Bachelor’s degree in hospitality, event management, communications, public relations, marketing, or a related field, or equivalent combination of education and experience.
• Highly motivated, able to work independently, with strong time management, attention to detail and problem-solving skills.
• Skilled in Microsoft 365 Suite (Word, PowerPoint, Excel, Outlook, Teams).
• Experience developing and managing event registration platforms (e.g., Cvent, Swoogo, Whova, Eventbrite) and sourcing/managing all aspects of event registration.
• Experience in registration operations and program support, including attendee management, reporting, and onsite plans.
• Experience working with event venues or hotels on event logistics such as food & beverage, room blocks, signage, and audio/visual.
• Comfortable collaborating with leadership, clients, internal teams, and vendors.
• Proven ability to manage timelines and budgets to ensure successful project delivery.
• Ability to quickly absorb complex issues and determine sound solutions.
• Strong customer service skills, including excellent written and verbal communication.
• Willingness to work outside normal business hours (evenings, weekends) and ability to travel (<10%) for site inspections and event execution.
• Legal authorization to work in the U.S.

Benefits

• Health insurance
• 401(k) matching
• Flexible work arrangements
• Paid time off
• Professional development opportunities