DC-based Hybrid Event Operations Coordinator

U.S. Travel Association; Washington (District of Columbia); Hybrid; USD 57,000 - 63,000; Full time

Benefits offered by this job

Healthcare package including fertility

Paid family leave

Staff functions and social events

Transportation and cell phone benefits

Wellness initiatives and EAP

Education and professional development

Job summary

U.S. Travel Association is seeking an Event Operations Coordinator to support the operations team in delivering exceptional experiences for large trade shows, meetings, and flagship events.

You will manage end-to-end logistics, coordinate hotels, AV, vendors, budgets, staffing, and post-event analysis to inform future planning. The role emphasizes accuracy, cross-functional collaboration, and the ability to manage multiple events with tight timelines from Washington, D.C., with hybrid work

Qualifications

• Bachelor's degree or equivalent in meetings/events management (1–3 years preferred).
• Detail-oriented with strong organizational, calendar management and documentation skills.
• Excellent interpersonal abilities including collaboration, conflict resolution and dependability.

Responsibilities

• Support the Event Operations team across all aspects of hotel logistics, including venue coordination, room setup, audiovisual, F&B and reporting.
• Manage communication with vendors to ensure cost-effective audiovisual, furniture, transportation, shipping, printing and swag orders.
• Provide end-to-end support for smaller gatherings by managing budget, sourcing venues, staffing plans, catering and on-site logistics.
• Support project management for flagship events by attending planning meetings, sharing notes, tracking deliverables and maintaining SOPs.
• Prepare on-site event team with Tie Down materials and staff manuals.
• Support event registration for flagship events by building sites, data entry and reporting.
• Assist with on-site setup, vendor arrivals and load-in/load-out logistics.
• Compile post-event data and surveys, create thank-you trackers and share debrief notes.
• Purchase materials and track inventory; maintain organization of office storage.
• Contribute to special projects and cross-functional support as needed.

Skills

Attention to detail

Event coordination

Stakeholder management

Budget tracking

On-site setup

Vendor communication

Education

Bachelor's degree or equivalent in meetings/events management

Tools

Smartsheet

Cvent

Microsoft Office

Job description

U.S. Travel Association is seeking an Event Operations Coordinator to support the operations team in delivering exceptional experiences for large trade shows, meetings, and flagship events.

You will manage end-to-end logistics, coordinate hotels, AV, vendors, budgets, staffing, and post-event analysis to inform future planning. The role emphasizes accuracy, cross-functional collaboration, and the ability to manage multiple events with tight timelines from Washington, D.C., with hybrid work