Events Coordinator

Events CoordinatorClearPath is seeking a highly organized and proactive Events Coordinator to be the day-to-day engine of its events program. This role provides hands-on logistical and project management support across a high-volume portfolio of external events and trips, including Congressional briefings, policy forums, dinners, domestic and international delegation travel, and stakeholder events.The Events Coordinator reports to the Senior Events Manager and, working within established plans and processes, keeps every event on track, from workback plans and guest lists through on-site check-in and post-event reporting.Event Planning & Project ManagementBuild and maintain event workback plans, timelines, checklists, and action-item trackers using the Senior Events Manager's master templatesTrack deadlines, deliverables, and executed contracts; follow up with internal stakeholders, vendors, and partners, and proactively flag potential issues or delaysTrack expenditures, invoices, deposits, and payment deadlines, and maintain the actuals that inform future budgetsDraft logistics sections of the run of show, and provide input on staffing plans and security planningVenues, Vendors & Travel LogisticsResearch venue options, support site visits and advance planning, and organize vendor proposals and quotes for the Senior Events Manager's reviewServe as the internal day-to-day contact for venues, vendors, and service providers, and handle follow-through with production companies and co-host partnersManage hotel logistics, including room blocks, rooming lists, and pickup reportingCoordinate transportation, including with destination management companies, and logistics for domestic and international delegation tripsGuest Management & CommunicationsBuild and maintain guest lists and RSVP trackers, manage the registration platform and provide input on invitation targetingDraft and distribute invitations, working with the Creative team on designManage guest communications (confirmations, reminders, logistics information), and prepare internal attendee lists and registration reportsSupport logistics for speakers and senior-level guests, including Members of Congress, Administration officials, and CEOs, and assemble pre-event briefing materials (bios, logistics, attendee information)Prepare name badges, place cards, and menu cards with attention to titles and protocolMaterials, Compliance & On-Site ExecutionCoordinate event materials and supplies, including signage, branded items, printed materials, swag, and shippingSupport compliance with Congressional ethics guidelines, legal requirements, and risk mitigation practicesRun event setup, registration and check-in, and day-of operations with support from Fellows and interns, serving as an on-site host who creates a welcoming, organized, and professional guest experiencePost-Event Support & Process ImprovementCollect post-event data (attendance, feedback, invoices) and draft reports, attendee summaries, and metrics for the Senior Events Manager's approvalProvide the data used to evaluate event impact against goals, and contribute to lessons learnedMaintain complete and organized event files and historical records, including contracts, vendor information, and final documentsDevelop a working understanding of ClearPath's audiences and stakeholdersCapabilitiesProcess Management – Take a systematic approach to making the organization's workflow more effective, efficient, and capable of adapting to an ever-changing environment.Quality Focus – Ensure that all work in one's own area of the business, throughout the organization, and by vendors, suppliers, etc. is performed with excellence and to high standards for quality and integrity.Information Seeking – Driven by an underlying curiosity and desire to know more about things, people, or issues.Planning and Priority Setting – Identify the priorities, processes, and practical actions that are necessary to achieve an objective or an idea.Communicating – Provide the information required by others in a concise, direct, and unambiguous way.Negotiating – Identify key bargaining points for all parties and work effectively toward win-win solutions.Organizational Savvy – Gather and accurately assess information related to the organization's formal and informal communication channels and power relationships.Qualifications3–5 years of experience in event planning, hospitality, project coordination, or a related fieldBachelor's degree or equivalent combination of education and relevant experienceStrong organizational and project management skills, with exceptional attention to detail and the ability to manage multiple projects and logistical workstreams at onceExperience coordinating with venues, hotels, caterers, and vendors, including tracking invoices and paymentsStrong communication and collaboration skillsAbility to work independently on assigned responsibilities while seeking guidance and escalating issues when appropriateAbility and willingness to travel domestically and internationallyFlexibility to work non-traditional hours as required to support eventsPreferred QualificationsExperience supporting events with VIP guests such as Members of Congress, senior government officials, or CEOs, and familiarity with Capitol Hill or similar policy-focused environmentsExperience with hotel room blocks, guest transportation, or group and international travel logisticsWorking knowledge of the Washington, DC venue marketCompensation + BenefitsThe salary range for this position is $70,000–$80,000, based on experience and qualifications. This position is also eligible for a performance-based bonus of up to 10% of annual base salary.Comprehensive medical, dental, vision, life, and disability insuranceRetirement Benefit offering an employer matching contribution of employee contributions of $1 for $1 on the first 5% of pay you contributeAt ClearPath, we value a diverse and inclusive workforce. We believe our team is the key to making an impact and fulfilling our mission. ClearPath is an equal opportunity employer. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.