Events Coordinator: Create Memorable Brand Experiences

hitt; Falls Church (VA); On-site; USD 42,000 - 64,000; Full time

Job summary

HITT is seeking an Associate, Events to support planning and execution of internal and client-facing events across the enterprise. Reporting to the Events Manager, you will coordinate with the Events team, Marketing, regional office managers, and other stakeholders to move plans from concept to on-site delivery.

You are highly organized, service-oriented, and able to juggle multiple priorities in a fast-paced environment, with domestic travel and occasional evening or weekend hours required.

Qualifications

• Highly organized, service-oriented candidate with strong communication and administrative skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Willingness to travel domestically and work occasional evenings/weekends.

Responsibilities

• Support the Events Manager in planning and executing HITT's signature internal team member events, client experiences, project milestone celebrations, and other enterprise and regional programs.
• Help deliver groundbreakings, topping out ceremonies, grand openings, project tours, client gatherings, team member events, and other special experiences.
• Gather event requirements from project teams and internal stakeholders, helping translate objectives into organized and actionable event plans.
• Develop and maintain event briefs, project timelines, checklists, action items, production schedules, contact lists, and shared planning files.
• Coordinate event logistics, including registration, guest lists, invitations, attendee communications, signage, name badges, gifting, branded materials, equipment, and supplies.
• Build and maintain RSVP forms and registration trackers; monitor responses, resolve missing information, prepare attendance reports, and communicate updates to the event team.
• Draft and proofread save-the-dates, invitations, reminders, logistical emails, attendee instructions, internal updates, thank-you messages, and other event communications.
• Assist with vendor research, availability, proposal and quote collection, ordering, production schedules, shipment tracking, and day-to-day coordination under the direction of the Events team.
• Support event budgets by preparing purchase requests, processing invoices, tracking expenses, reconciling charges, and maintaining complete and accurate financial records.
• Prepare event-day materials and provide on-site support for setup, registration, signage, guest arrivals, vendor coordination, program execution, breakdown, and real-time troubleshooting.
• Help ensure each attendee experience reflects HITT's brand standards and commitment to hospitality, from the first communication through post-event follow-up.
• Maintain HITT's master event and project milestone calendars, event request tracker, preferred-vendor information, planning templates, contact lists, and event archives.
• Coordinate industry award communications and ceremony logistics, including internal notifications, ticket and table requests, attendee lists, calendar invitations, invoices, award details, and follow-up communications.
• Support award submissions by tracking deadlines and requirements, gathering project information and supporting materials, coordinating internal reviews, and maintaining final submission records.
• Assist with tradeshow and sponsorship logistics, attendee coordination, booth materials, HITT-branded items, shipping, and on-site requirements.
• Support post-event closeout by organizing attendance records, photography, feedback, expenses, vendor documentation, lessons learned, and information used for reporting and future planning.
• Identify opportunities to improve planning tools, processes, templates, and the overall consistency and quality of HITT events.
• Provide administrative and project support to the Events team and broader Marketing

Job description

HITT is seeking an Associate, Events to support planning and execution of internal and client-facing events across the enterprise. Reporting to the Events Manager, you will coordinate with the Events team, Marketing, regional office managers, and other stakeholders to move plans from concept to on-site delivery.

You are highly organized, service-oriented, and able to juggle multiple priorities in a fast-paced environment, with domestic travel and occasional evening or weekend hours required.