Meeting and Events Coordinator
Washington, DC
Category: Administrative
Reference ID: 10083657
Shortcut: http://addisongroup.gosnaphop.com/KEQERM
Job Title: Meeting and Events Coordinator
Industry: Nonprofit / Trade Association / Events
Location (city, state): Washington, DC
Assignment Type: Direct Hire
Pay: $53,100–$59,000 annually
Work Schedule: Monday–Friday, 9:00 AM–5:30 PM (37.5 hours per week). Hybrid schedule with in-office work Tuesday through Thursday and periodic remote weeks. Some flexibility for evening events and extended hours during busy event periods is required.
Benefits: This position is eligible for medical, dental, vision, and 401(k).
About Our Client
Our client is a mission-driven organization operating within the communications and technology sector. The organization works with industry leaders and member organizations on initiatives that shape the future of its field. Its events bring together senior executives, board members, and industry professionals for networking, collaboration, and thought leadership.
Job Description
· Addison Group is seeking a detail-oriented and enthusiastic Meeting and Events Coordinator for our client in Washington, DC. This is an excellent opportunity for an early-career professional who is passionate about event planning and interested in building a long-term career in event management.
· Working closely with the events team, the Coordinator will help organize and execute a variety of internal and external events, including networking receptions, executive meetings, industry gatherings, webinars, and larger conferences. The role combines event logistics, registration management, vendor coordination, administrative support, and attendee communications.
· The ideal candidate is organized, personable, proactive, and comfortable interacting with professionals at all levels. This individual should enjoy working in a collaborative environment, managing multiple deadlines, and learning new event technologies and processes.
Key Responsibilities
· Assist with coordinating approximately 15–20 events annually, ranging from internal staff gatherings and networking receptions to executive meetings and industry-focused conferences.
· Support event logistics, including researching venues, coordinating catering and audiovisual needs, arranging signage, and preparing event materials.
· Create and maintain event registration pages, attendee lists, and invitation distribution lists.
· Draft and distribute invitations, confirmations, reminders, and other event-related communications.
· Monitor registration activity, prepare attendance reports, and share updates with internal stakeholders.
· Assist with onsite registration and attendee support to help ensure a smooth event experience.
· Maintain project timelines, track deadlines, and coordinate multiple event-related tasks simultaneously.
· Research potential venues, vendors, event services, and emerging industry trends to support future planning.
· Process vendor contracts, invoices, and payments while helping maintain accurate records and documentation.
· Provide general administrative support, including scheduling meetings, updating contact databases, managing a shared events inbox, coordinating shipments, and distributing internal event announcements.
· Collaborate with colleagues across departments to keep event planning and execution on track.
· Travel outside the Washington, DC area approximately 3–7 times per year for venue visits and event execution.
· Provide additional support during peak event seasons, including occasional evening commitments and extended hours when necessary.
Qualifications
· Bachelor's degree required.
· Approximately 1–2 years of relevant experience in event coordination, event planning, project management, hospitality, office operations, or a related field.
· Demonstrated interest in developing a long-term career in event management, ideally through internships, campus organizations, student activities, hospitality, or professional event experience.
· Strong organizational skills and exceptional attention to detail.
· Excellent written and verbal communication skills, including the ability to communicate professionally with senior executives and other high-level stakeholders.
· Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
· Familiarity with event registration or management platforms such as Cvent, Swoogo, or Social Tables is a plus.
· Ability to learn new software and technology platforms quickly.
· Strong time management skills and the ability to prioritize competing deadlines.
· A proactive, positive, and solutions-oriented approach to work.
· Professional demeanor, strong interpersonal skills, and the ability to build effective working relationships across teams.
· Ability to handle confidential information with discretion.
· Flexibility to travel approximately 3–7 times per year and work occasional evenings or extended hours around scheduled events.
Additional Details
· Annual salary range: $53,100–$59,000.
· Hybrid work arrangement with in-office attendance Tuesday through Thursday and periodic remote weeks.
· Standard schedule is Monday through Friday, 9:00 AM–5:30 PM.
· Occasional overtime or extended hours may be necessary during event preparation and execution.
· Travel outside the Washington, DC area is expected approximately 3–7 times per year.
· This is a salaried, exempt position.
Perks
· Opportunity to build a long-term career in event planning and management.
· Exposure to executive-level meetings, industry networking events, and thought leadership programs.
· Hands-on experience coordinating a diverse range of events, with opportunities to expand responsibilities over time.
· Collaborative work environment with opportunities to partner across departments.
· Hybrid work arrangement.
· Eligible benefits include medical, dental, vision, and 401(k).
Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.
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