Event Services Coordinator

Savvy, strategic, enthusiastic, results-driven, Event Services Coordinator sought to join our fun and fast-paced team ASAP!Starting Salary is approx $100,000/year, $70,000/year base (dependent on prior demonstrated success, experience and qualifications). Robust per project bonus structure averaging an additional $20-30k+ per year.Day to day you will be working to advance objectives for ad hoc special projects within the RGI events revenue stream portfolio with a specific (but not limited) focus on our work with The National Park ServiceThis role leads the management of the recently established MFT (mobile concessions operations) program in the National Capital Region for the National Park Services. You will be working as the project lead to coordinate event services primarily related to food, beverage, rental items and concessions for events such as the National Cherry Blossom Festival, 4th of July Celebration, and Inauguration as well as individually permitted events occurring on NPS property throughout the greater metro region. This integral position supports various special events projects at RGI through both creative and administrative tasks. This includes ensuring contract compliance, ensuring administrative compliance, financial tracking and reporting, budget management, contributing to business development initiatives related to efficiencies and expansions in the projects of focus, serving as client liaison with multiple client teams to ensure satisfaction, timeline creation, tracking and management, contracting, managing and coordinating suppliers and vendors, managing technology platforms to support data collection, payment collection, and scheduling. Tracking and managing all contracts, event orders, insurance, equipment orders, event timelines and schedules for large and small events, onsite event support and complex calendar and schedule management. Event Services Coordinator Key Roles:·      End to end planning and execution of contracted needs for complex special events·      Research, evaluation, contracting and management of event services suppliers·      Contract Review and Negotiation·      Contract and Administrative Compliance Assurance across contract·      Complex Supplier Scheduling and Schedule Management·      Financial and Administrative Compliance and Reporting·      Financial Tracking·      Timeline Creation and Management·      Budget Creation and Management to ensure company profitability and client success·      Directly interface with client on a daily basis as the lead POC for both technical and account needs with complete relationship responsibility·      Develop project operational and onsite operational work flow, lead staffing and supplier team needs to ensure resources and support are in place, as well as lead any onsite execution (travel maybe required)·      Brief as needed all internal and external supplier and team members including creating job descriptions, host meetings for briefings, design and support supplier load in processes, ensure insurance compliance·      Build and manage digital processes for event functions (communications, registration, floorplans, event apps)·      Management of collaborative teams both internal and external·      Strategic Creation of ROS, Production Timeline and Cue to Cue documents·      Create internal and external debrief reports illustrating value of company workKey Qualifications:·      Hold an Events, Hospitality, or similar field of study BA·      4+ years of project lead meeting/event industry or hospitality/catering experience are required·      MUST have functional mastery of Asana (or similar platform), PPT, Xcel, Word, Microsoft Teams, Google Business Tools (Drive, Forms, etc)·      Familiarity level mastery of Social Tables, Canva, Adobe, FloDesk (or similar) and Squarespace/Wordpress (or similar)·      Familiarity level mastery of Square or similar payments and reporting collecting platform and JotForm or similar data collection platformis a MUST·      Exceptional written and verbal communication skills, with a keen attention to detail·      Elite time management, problem solving and organizational skills·      Proven success in complex project management with financial goals·      Refined analytical skills allowing meaningful reporting on deliverables·      Experience successfully managing client relationships building trust and creating ideal outcomes for client and internal teams·      Proven experience setting, managing, and adhering to and reporting on budgetsAbout You:·      You are a self-starter who takes initiative, anticipates client and company needs and solves problems proactively·      You can juggle and prioritize multiple projects and responsibilities·      You are able to prioritize deliverables with ease·      You are a deadline meeting machine·      You are OUTSTANDINGLY organized and a passionate perfectionist who never forgets the details·      You are an adrenaline junkie who THRIVES in a fast-paced, high-pressure creative industry·      You meet challenges with a smile, accept critiques gracefully and mesh with a team of women who strive for excellence!·      You are flexible and able to pivot priorities, think on your feet and problem solve independently·      You posses a no job is too small mentality·      You dont believe in excuses, accept feedback constructively and yearn to learn all you can·      Reliable personal transportation or in town transportation plan including the ability to transport boxes and other supplies a must·      Must be able to comfortably life 40 lbs and stand for up to 6 hours100% onsite in Alexandria, VA (WFH allowance monthly) with 10-20% travelIt also helps if you:·      Are madly ambitious·      Tech savvy·      Are social (online and IRL)·      Trend seeking/setting·      Have an eye for aesthetics·      Dream big and seek inspiration everydayWho we are:We are innovative thinkers, mission-driven collaborators, and ambitious dreamers who challenge the status quo"”always ready to test the limits of creativity and our imagination. Our production philosophy is rooted in a commitment to delivering seamless logistics through an unwavering attention to the unique needs of each client. Our design sensibility is shaped by our desire to delight the eye and energize the mind. Together, these priorities create engaging experiences that do the hard work of advancing agendas while feeling effortless, inspiring both our clients and their audiences.We are a group of dedicated, female-led, hustlers - creative and enthusiastic. Committed to changing our industry by bringing great work and true ROI to our clients through truly innovative projects. We are advocates of small businesses, localists, the creative economy, entrepreneurship and women in business - so while our new team member does not have to be female - they must share those team values.TO APPLY:Send resume through LinkedInORPREFERRED Send resume along with creative cover-letter to hello@ with job the subject line:Event Services Coordinator Application.Letter should demonstrate how you meet the above describe needs and why YOU are the perfect candidate for the role!We respectfully request you do not apply if you are not comfortable with this salary offer listed aboveBenefits offered after initial onboarding/review period.Benefits include paid vacation, work from home flex per month and health insurance (with options for vision and dental) offered after initial employee review periodNo teleworking candidates pleaseOut of town applicants are considered but will be required to attend final in person interview in Alexandria VA and must be planning to relocate to the Washington DC areaWork takes place IN PERSONThis is an onsite position which works full time out of our Old Town Alexandria VA officeMUST be available to start ASAP (ideally within 2 weeks of offer acceptance)

Created: 2025-05-11