Associate, Events

HITT Contracting•Washington DC, DC

About The Position

The Events Associate supports the planning, coordination, and execution of large-scale internal and client-facing events across HITT. Events may include project milestone celebrations, client and team member engagements, corporate gatherings, industry award programs, tradeshows, sponsorships, and regional initiatives. The role works closely with the Events team and Team Member Engagement, and collaborates with the broader marketing department, regional office managers, and internal and external stakeholders. Reporting to the Events Manager, the Associate helps organize details, keep communications timely, and move event plans forward from initial planning through event-day execution and closeout. The ideal candidate is highly organized, service-oriented, and energized by bringing people together. They communicate clearly, follow through consistently, anticipate needs, and remain composed while managing multiple priorities in a fast-paced environment. Strong project coordination, written communication, administrative, and relationship-building skills are important, along with a commitment to creating exceptional experiences for HITT’s clients, partners, and team members. Domestic travel and occasional early-morning, evening, or weekend support are required.

Requirements

Bachelor’s degree in marketing, communications, hospitality, business, or a related field preferred; equivalent relevant experience will be considered.
One to three years of experience in event coordination, marketing, hospitality, communications, project administration, or a related field preferred; relevant internship experience may be considered.
Strong organizational and task-management skills, including the ability to manage multiple priorities, meet deadlines, and reliably follow through on details.
Excellent written and verbal communication skills, sound judgment, and a polished, service-oriented approach when working with team members, clients, executives, partners, and vendors.
Meticulous attention to detail and demonstrated ability to proofread event communications, attendee information, schedules, and production materials accurately.
Ability to build productive working relationships across teams, offices, and organizational levels.
Ability to work independently and collaboratively, take direction, anticipate needs, solve problems, and adapt quickly as event details or priorities evolve.
Poise and resourcefulness in fast-paced, client-facing, and event-day environments.
Proficiency in Microsoft Office.
Ability to travel domestically and support occasional early-morning, evening, or weekend events.

Nice To Haves

Experience with event-registration platforms, CRM systems, project-management tools, Adobe Creative Cloud, Microsoft Dynamics, or ClickDimensions.
Experience in the A/E/C industry, corporate events, award programs, tradeshows, sponsorships, or branded merchandise.

Responsibilities

Support the Events Manager in planning and executing 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 and help translate objectives into organized, actionable event plans.
Develop and maintain event briefs, project timelines, checklists, action items, production schedules, contact lists, and shared planning files.
Coordinate 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 event communications, including save-the-dates, invitations, reminders, logistical emails, attendee instructions, internal updates, and thank-you messages.
Assist with vendor research, availability, proposal and quote collection, ordering, production schedules, shipment tracking, and day-to-day coordination under the Events team’s direction.
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 attendee experiences reflect HITT’s brand standards and commitment to hospitality, from initial 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 consistency and quality of HITT events.
Provide administrative and project support to the Events team and broader Marketing department as business priorities require.