Event Assistant

3 weeks ago

Washington, United States The Choice, Inc. Full time

The Choice is partnering with a prestigious Environmental/Energy Research organization in their search for an Event Assistant. This role will initially be a temporary and contract opportunity through The Choice, with the potential to transition into a permanent position for the right candidate. We welcome candidates seeking temporary positions for a few months, as well as those interested in a temporary-to-hire opportunity.


Our ideal candidate will:

  • Have a bachelor's degree (preferred) and possess approximately 3 years of Events experience (bonus if within a Nonprofit organization).
  • Demonstrate strong communication skills, both oral and written.
  • Be willing to work a hybrid schedule, with 3 days per week in-office near Dupont Circle (specifically, Tuesday, Wednesday, and one additional day of your choice).


Responsibilities will include:

  • Acting as the lead on all aspects of event outreach, including coordinating with event speakers, developing invitation language, preparing talking points as necessary, and managing vendor relationships (e.g., AV, catering, photography).
  • Negotiating and finalizing events-related contracts with vendors, and identifying and engaging new vendors as required.
  • Managing all logistical details for events, such as venue organization, audiovisual support, catering, photography, event staging and design, printing, and travel arrangements. Developing and overseeing the implementation of run-of-show for each event.
  • Serving as the primary point of contact for day-of execution for both public and private events, and troubleshooting challenges to ensure seamless event operations.
  • Contributing to various writing tasks, including crafting language for audience and speaker invitations, as well as ensuring that introductory and concluding remarks align with brand and priorities.
  • Maintaining an events calendar to facilitate adequate planning across departments, as well as ensuring appropriate staffing and resource allocation.
  • Overseeing all events operations and logistics related to the organization's three annual board meetings, and serving as a key liaison for board members and the executive team on the day of board meetings. (Note: Pending discussion.)
  • Assisting with internal events, including academic seminars, the annual summer party, and holiday festivities.
  • Proofreading and editing event promotional materials.
  • Managing regular invoice submissions to ensure accurate budget tracking and reporting.

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