Event Coordinator

Our corporate client is seeking a highly organized, proactive, and detail-oriented Event Coordinator to support the planning and execution of conferences, client receptions, and proprietary hosted events for our commercial real estate firm. This role plays a critical part in elevating our brand presence and ensuring exceptional client experiences across all event touchpoints.

The ideal candidate thrives in a fast-paced environment, anticipates needs, and operates with a strong sense of urgency. You will partner closely with internal stakeholders, external vendors, and conference organizers to deliver seamless, high-impact events.

Please note: this role is hybrid, with 3 days per week onsite at the client's office in Chevy Chase, Maryland.

Events Coordinator Key Responsibilities:

- Manage all aspects of the company's presence at industry conferences.

- Secure and coordinate meeting space, hotel accommodations, schedules, and calendars for internal attendees.

- Liaise with conference contacts, outside vendors, and third-party partners to ensure all logistics are aligned.

- Oversee pre-event communication, attendee materials, and on-site execution needs.

- Support leadership with meeting planning, space setup, and hospitality needs.

Client Receptions & Networking Events

- Lead planning for client receptions, including venue sourcing, contract negotiation, theme development, and food & beverage coordination.

- Manage external vendors such as A/V, decor, entertainment, or transportation providers.

- Provide on-site support and troubleshoot in real time to ensure exceptional guest experiences.

Proprietary Events

- Venue selection, site visits, food & beverage planning and contract negotiation.

- Build invite lists and coordinate the invitation process (print, digital, or both).

- Develop and manage event microsites, registration tracking, and attendee communications.

- Manage gifting, transportation logistics, rooming lists, and special requests.

Events Specialist Qualifications:

- 1-3+ years of experience in event marketing, event coordination, ideally from a corporate background; commercial real estate or finance highly preferred.

- Bachelor's Degree required.

- High sense of urgency and ownership.

- Exceptional attention to detail and accuracy.

- Proactive mindset with the ability to anticipate needs and solve problems before they arise.

- Strong communication skills and comfort working with senior stakeholders.

- Ability to manage multiple events and deadlines simultaneously.

- Experience coordinating budgets, contracts, and vendors.