Events Assistant, In-House Events

The Heritage Foundation; Washington (District of Columbia); On-site; USD 55,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Vision insurance

Dental insurance

Employer-sponsored retirement funding

PTO (Paid Time Off)

Job summary

The Heritage Foundation, headquartered in Washington, D.C., seeks an Events Assistant to join the In-House Events team. You will help plan and execute a wide range of events, coordinate with hosting departments, and manage logistics, registration, and vendor relations at Heritage’s headquarters.

You will support onsite and virtual attendee experiences, assist with event metrics, and contribute to continuous improvement through data and emerging AI-enabled solutions.

Qualifications

• Experience in event support, donor relations, or customer service.
• Clear, effective, and gracious written and verbal communication.
• Ability to master new software for event registration, email marketing, and virtual events; proficiency in Microsoft Suite; familiarity with email marketing platforms a plus.

Responsibilities

• Support coordination and execution of in-house events, including planning with hosting departments and coordinating catering, AV, security, and facilities needs.
• Manage the event reservation system for all onsite spaces and provide customer service to internal partners.
• Support onsite and virtual attendee experiences, overseeing staffing, registration, and check-in processes.
• Track event data and assist post-event reporting; explore AI-enabled solutions to improve data collection and efficiency.
• Provide cross-functional support across the Events & Programming team.
• Maintain calendars, contact info for vendors/speakers, process invoices, and handle office duties.
• Pursue ongoing professional development in event industry best practices.

Skills

Communication

Organization

Critical Thinking

Travel Availability

Tools

Microsoft Office

Email Marketing Platforms

Event Registration Software

Job description

Job Summary:

The Events Assistant, In-House Events supports the Events & Programming team in delivering exceptional experiences that advance Heritage's mission and impact. The team produces over 4,500 events annually, with In-House Events managing a wide range of meetings, programs, and special gatherings at our Washington, D.C. headquarters. This individual supports the planning and execution of these events and reports to the Director of In-House Events.

Job Duties:

• Event Support: Support the coordination and execution of in-house events, including planning with hosting departments; coordinating catering, setup, audio-visual, security, and facilities needs; creating registration pages and email invitations when needed; developing and staging signage, badges, and event materials; and serving as the primary point of contact for vendors and deliveries.
• Customer Service: Manage the event reservation system for all onsite spaces and provide customer service support to internal partners, including training on the reservation system. Respond to inquiries through shared team inboxes and phone lines.
• Attendee Experience: Support first-rate experiences for onsite and virtual attendees. Oversee staffing and volunteers, manage registration and check-in processes, and identify opportunities to improve the guest experience at Heritage headquarters.
• Event Metrics: Track event data and support post-event reporting to drive continuous improvement. Research and implement AI-enabled solutions to improve data collection, reporting, and operational efficiency
• Cross-Functional Support: Provide support across the Events & Programming team as needed, including cross-training on multiple platforms and processes.
• Office & Administrative Responsibilities: Update team and organization-wide calendars, maintain updated contact information for external partners (such as vendors, venues, and speakers), submit expense reports, process invoices, assist in compiling event revenue and expense reports, order and track event supplies inventory, manage team storage and inventory, and perform general office duties.
• Professional Development: Pursue ongoing professional development related to event industry best practices, trends, and innovative approaches by reading industry publications, attending seminars, and engaging with other event professionals.

Qualifications:

Experience: Some experience in event support, donor relations, or customer service

Communication: Clear, effective, and gracious written and verbal communication

Technology: Ability to master new software for event registration, email marketing, and virtual events; proficiency in Microsoft Suite; familiarity with email marketing platforms a plus

Other Requirements:

• Understand and support the Heritage mission and vision for America, and the department’s goals and objectives.
• Critical Thinking: Demonstrated ability to think critically and exercise sound judgement in high-pressure situations.
• Organization: Strong organizational skills and attention to detail, with the ability to manage multiple projects and priorities.
• Availability: Ability to travel and work nights and weekends when necessary.

Benefits and Salary:

The Heritage Foundation offers a highly competitive benefits package that includes, but is not limited to, best-in-class health care, vision, and dental insurance, employer-sponsored retirement funding, “take what you need” PTO and sick leave, 14 weeks of paid leave for new moms and 6 weeks of paid leave for new dads, among other programs.

The salary range for this role is $55,000 - $60,000 annually. This range is a good-faith estimate, and the final salary offered to a selected candidate depends on a variety of factors including, but not limited to, the candidate’s experience, education, and other qualifications; internal and external market pay for comparable jobs; and level of hire based on aforementioned qualifications.