Events Coordinator — VIP & International Programs

Clearpath Robotics by Rockwell Automation; Washington (District of Columbia); Presencial; USD 70.000 - 80.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Comprehensive medical insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

Retirement plan with employer match

Descripción de la vacante

ClearPath is seeking a highly organized Events Coordinator to be the day-to-day engine of its events program, supporting a high-volume portfolio of external events and trips, including Congressional briefings and policy forums.

Reporting to the Senior Events Manager, you will manage workback plans, guest lists, on-site execution, and post-event reporting while coordinating with venues, vendors, and partners across domestic and international travel.

Formación

• 3-5 years of experience in event planning, hospitality, project coordination, or a related field.
• Bachelor’s degree or equivalent combination of education and relevant experience.
• Strong organizational and project management skills, with exceptional attention to detail and the ability to manage multiple projects and logistical workstreams at once.
• Experience coordinating with venues, hotels, caterers, and vendors, including tracking invoices and payments.
• Strong communication and collaboration skills.
• Ability to travel domestically and internationally.
• Flexibility to work non‑traditional hours as required to support events.

Responsabilidades

• Build and maintain event workback plans, timelines, checklists, and action-item trackers.
• Track deadlines, deliverables, and executed contracts; follow up with internal stakeholders, vendors, and partners, and proactively flag potential issues or delays.
• Track expenditures, invoices, deposits, and payment deadlines, and maintain the actuals that inform future budgets.
• Draft logistics sections of the run of show, and provide input on staffing plans and security planning.
• Research venue options, support site visits and advance planning, and organize vendor proposals and quotes for the Senior Events Manager’s review.
• Serve as the internal day-to-day contact for venues, vendors, and service providers, and handle follow-through with production companies and co-host partners.
• Manage hotel logistics, including room blocks, rooming lists, and pickup reporting.
• Coordinate transportation, including with destination management companies, and logistics for domestic and international delegation trips.
• Build and maintain guest lists and RSVP trackers, manage the registration platform and provide input on invitation targeting.
• Draft and distribute invitations, working with the Creative team on design.
• Manage guest communications (confirmations, reminders, logistics information), and prepare internal attendee lists and registration reports.
• Support logistics for speakers and senior-level guests, including Members of Congress, Administration officials, and CEOs, and assemble pre-event briefing materials (bios, logistics, attendee information).
• Prepare name badges, place cards, and menu cards with attention to titles and protocol.
• Coordinate event materials and supplies, including signage, branded items, printed materials, swag, and shipping.
• Support compliance with Congressional ethics guidelines, legal requirements, and risk mitigation practices.
• Run event setup, registration and check-in, and day-of operations with support from Fellows and interns, serving as an on-site host who creates a welcoming, organized, and professional guest experience.
• Collect post-event data (attendance, feedback, invoices) and draft reports, attendee summaries, and metrics for the Senior Events Manager’s approval.
• Provide the data used to evaluate event impact against goals, and contribute to lessons learned.
• Maintain complete and organized event files and historical records, including contracts, vendor information, and final documents.
• Develop a working understanding of ClearPath’s audiences and stakeholders
• Process Management - Take a systematic approach to making the organization’s workflow more effective, efficient, and capable of adapting to an ever-changing environment.
• Quality Focus - Ensure that all work in one’s own area of the business, throughout the organization, and by vendors, suppliers, etc. is performed with excellence and to high standards for quality and integrity.
• Information Seeking - Driven by an underlying curiosity and desire to know more about things, people, or issues.
• Planning and Priority Setting - Identify the priorities, processes, and practical actions that are necessary to achieve an objective or an idea.
• Communicating - Provide the information required by others in a concise, direct, and unambiguous way.
• Negotiating - Identify key bargaining points for all parties and work effectively toward win-win solutions.
• Organizational Savvy - Gather and accurately assess information related to the organization’s formal and informal communication channels and power relationships.

Conocimientos

Event planning

Organizational skills

Communication

Travel coordination

Educación

Bachelor's degree or equivalent

Descripción del empleo

ClearPath is seeking a highly organized Events Coordinator to be the day-to-day engine of its events program, supporting a high-volume portfolio of external events and trips, including Congressional briefings and policy forums.

Reporting to the Senior Events Manager, you will manage workback plans, guest lists, on-site execution, and post-event reporting while coordinating with venues, vendors, and partners across domestic and international travel.