Events Director

Position SummaryThe Events Director is responsible for planning all RAGA events and leading the Events Team through the planning, coordination, and execution of organizational events from initial concept through post-event reconciliation. Reporting StructureReports To: Finance DirectorWorks Closely With:Executive DirectorCommunications TeamPolicy and Political TeamsIndependent ContractorsExternal vendors, venues, and service providersSupervisory Responsibilities: Events Team, event contractors, temporary staff, interns, and volunteers.Key ResponsibilitiesEvent Planning & Coordination Lead all logistical aspects of organizational events, including meetings, conferences, retreats, receptions, fundraisers, and special events.Develop and maintain detailed event timelines, project plans, and task trackers to ensure all deadlines are met.Develop event agendas, run-of-show documents, and briefing materials.Lead venue selection processes, site visits, and venue communications.Lead room setup planning, audiovisual requirements, signage needs, and event flow management.Research, solicit, and coordinate with vendors including hotels, caterers, transportation providers, audiovisual companies, decorators, and other event-related service providers.Facilitate the collection of proposals and pricing for review and approval.Ensure contracts and agreements are routed through the appropriate internal approval processes prior to execution.Monitor vendor deliverables to ensure contractual obligations are fulfilled.Budget AdministrationDevelop event budget preparation and expense tracking.Monitor event expenditures to ensure alignment with approved budgets.Collect invoices, reconcile expenses, and coordinate payment processing with the Finance team.Prepare post-event financial summaries and reports as requested.Registration & Attendee ManagementManage event registration processes and attendee databases.Coordinate guest communications, confirmations, and informational materials.Maintain accurate attendee records and tracking reports.Lead VIP and speaker coordination, including special accommodations and scheduling needs.Travel & LogisticsCoordinate travel arrangements and transportation logistics for staff, speakers, VIPs, and attendees as directed.Manage hotel room blocks and lodging coordination.Develop and distribute event logistics documents, including itineraries and travel schedules.On-Site Event ExecutionServe as a primary point of contact during events to ensure smooth operations.Coordinate vendor load-in/load-out schedules and oversee event setup and breakdown.Troubleshoot issues in real time and implement solutions to maintain a positive attendee experience.Support executive leadership and VIPs during event activities as needed.Administrative SupportMaintain event records, templates, and standard operating procedures.Conduct post-event evaluations and compile feedback to identify opportunities for improvement.Develop and refine event processes to increase efficiency and consistency across all events.Perform other duties as assigned in support of organizational objectives.Qualifications & CompetenciesRequired Skills Strong organizational and project management skills with exceptional attention to detail.Excellent written and verbal communication abilities.Ability to prioritize competing demands and manage multiple projects simultaneously.Proficiency in Microsoft Office Suite, particularly Outlook, Excel, Word, PowerPoint, and SharePoint.Strong problem-solving skills and the ability to adapt quickly in dynamic environments.Professional demeanor and ability to interact effectively with executives, VIPs, members, vendors, and stakeholders.Ability to maintain confidentiality and exercise discretion.Preferred QualificationsBachelor’s degree in Event Management, Hospitality, Communications, Business Administration, or a related field, or equivalent professional experience.Previous experience coordinating meetings, conferences, political events, fundraising events, or other large-scale programs.Experience with event registration platforms and event management software.Familiarity with budget tracking and expense reconciliation processes.Expectations for SuccessThe Events Director is expected to: Demonstrate proactive ownership of assigned events and responsibilities.Maintain a high level of accuracy and attention to detail in all aspects of event planning.Anticipate needs and potential challenges before they arise and provide solutions.Communicate effectively and consistently with stakeholders regarding event progress and outstanding items.Uphold professionalism and represent the organization positively in all interactions.Exhibit flexibility and willingness to work extended hours, evenings, and weekends as required by event schedules.Travel as needed to support organizational events and activities.Continuously seek opportunities to improve event processes, efficiency, and attendee experience.Performance IndicatorsSuccess in this role may be measured by: