Events/Registration Coordinator

The hiring organization is a reputable professional association based in Washington, DC, which specializes in producing high-quality events and conferences aimed at fostering networking, education, and collaboration within its industry. Known for hosting upwards of 30 events annually, the association brings together members from across the nation for conferences, specialty group meetings, private dinners, educational classes, webinars, and networking activities. The association's events attract diverse participation, ranging from intimate gatherings of 20 attendees to large-scale conferences hosting up to 800 participants. This professional association is committed to excellence, innovation, and member engagement, maintaining a dynamic and supportive environment for both its team and community members. Its office is situated in a Class A office building in downtown Washington, DC, providing convenient access via public transportation and a professional, fast-paced atmosphere conducive to productivity and collaboration. The work environment supports hybrid working arrangements, requiring in-office presence for the majority of the week with flexibility for telework.

The role of Events Coordinator is an integral part of the association's Events Team, tasked with managing logistics and coordination for a subset of the association's event portfolio. The Events Coordinator is responsible for a broad spectrum of activities that range from the initial planning phases through to the execution and post-event follow-up of various event types. This position requires an experienced individual who demonstrates exceptional organizational skills, attention to detail, and the capability to work independently as well as collaboratively within a team setting. The Coordinator handles tasks such as online event registration management, venue selection and coordination, speaker engagement, and on-site event support. They must proficiently use event management platforms like Aventri, Salesforce, or Cvent and are expected to maintain accurate documentation, adherence to budget constraints, and efficient communication with all stakeholders including members, speakers, sponsors, and internal teams.

Besides managing complex logistics and event execution details—such as food and beverage orders, audiovisual arrangements, seating setups, and materials preparation—the Events Coordinator also plays a key role in member engagement by responding to inquiries and supporting VIPs and sponsors. This role includes responsibilities such as assisting with registration desk duties during events, coordinating shipments of event materials, and maintaining inventory for event-related supplies and promotional items. Detailed post-event follow-ups are essential, involving tasks like survey administration, invoice processing, performance reporting, and material distribution.

Candidates for this role should possess a bachelor’s degree and have between three to five years of relevant experience in event planning or coordination, preferably within a professional office or association environment. Strong proficiency in Microsoft Office suite and event management software is critical, alongside the ability to communicate effectively and maintain a customer-oriented attitude. The position offers a competitive salary commensurate with experience and job role, alongside benefits such as health, dental, and life insurance, a 401(k) plan, and professional development support. The Events Coordinator should be prepared for travel to various event locations nationwide and occasional work outside regular business hours to ensure smooth event operations and exceptional participant experiences.