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Aptive Resources logo
Aptive Resources

Solutions That Connect

Events Associate

EventsEventsFull TimeRemoteMid LevelTeam 501-1,000Since 2012H1B No SponsorCompany SiteLinkedIn

Location

District Of Columbia + 1 moreAll locations: District Of Columbia | Virginia

Posted

83 days ago

Salary

0

Seniority

Mid Level

Bachelor Degree5 yrs expEnglish

Job Description

Events Associate

Aptive Resources

• Oversee full event registration lifecycle, including building registration pages and event apps, regular reporting, onsite check-in, and after-action reports and analysis. • Set up and manage attendee customer service channels (email and phone). • Support vendor coordination, including RFPs for registration and onsite materials. • Collect and track all revenue, including online payments and mailed checks; reconcile with registration vendor and in-house accounting department. • Provide onsite support during events and train and manage on-site registration staff. • Draft communications for attendees and events, including emails, registration website pages, and social media content. • Coordinate with in-house creative team to develop assets for registration site and event app. • Create attendee surveys and report event metrics with attendee feedback to inform future planning and continuous improvements. • Oversee hotel logistics including catering, hotel room blocks, contract concessions, and VIP arrangements. • Support main stage and breakout session logistics, including audiovisual coordination, room sets, run of show management, and rehearsals. • Develop and manage Requests for Proposals (RFPs) to secure vendors and services. • Manage third-party vendors providing services for promotional items, temporary staff, security, catering, audiovisual, and signage. • Collaborate with the General Service Contractor to manage signage, branding, shipping, exhibit booth assignments, exhibitor tracking, exhibitor kits, and onsite setup. • Work with in-house creative team on branding and event materials. • Create seating charts for large events up to 2,000 people. • Provide on-site support for client and participants at events and in the exhibit hall. • Process vendor payments and track expenses against event budget. • Assist with post-event reporting, budget reconciliation, and analysis of event outcomes to inform future planning. • Deliver high-quality client service by building and maintaining strong relationships with clients, stakeholders, and internal teams. • Maintain accurate and up-to-date project documentation, timelines, templates, and workbooks for assigned events and registration tasks. • Actively participate in all client meetings and record meeting minutes required for government records. • Support the implementation and refinement of departmental processes and lead continuous improvement within their area of focus.

Job Requirements

  • 5-10 years of experience in event management, including planning and supporting large, complex events with multiple breakout sessions.
  • Bachelor’s degree in hospitality, event management, communications, public relations, marketing, or a related field, or equivalent combination of education and experience.
  • Highly motivated, able to work independently, with strong time management, attention to detail and problem-solving skills.
  • Skilled in Microsoft 365 Suite (Word, PowerPoint, Excel, Outlook, Teams).
  • Experience developing and managing event registration platforms (e.g., Cvent, Swoogo, Whova, Eventbrite) and sourcing/managing all aspects of event registration.
  • Experience in registration operations and program support, including attendee management, reporting, and onsite plans.
  • Experience working with event venues or hotels on event logistics such as food & beverage, room blocks, signage, and audio/visual.
  • Comfortable collaborating with leadership, clients, internal teams, and vendors.
  • Proven ability to manage timelines and budgets to ensure successful project delivery.
  • Ability to quickly absorb complex issues and determine sound solutions.
  • Strong customer service skills, including excellent written and verbal communication.
  • Willingness to work outside normal business hours (evenings, weekends) and ability to travel (<10%) for site inspections and event execution.
  • Legal authorization to work in the U.S.

Benefits

  • Health insurance
  • 401(k) matching
  • Flexible work arrangements
  • Paid time off
  • Professional development opportunities

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