Event Specialist

PRA Business Events•Washington, DC

2d•Hybrid

About The Position

The Event Specialist is a hybrid role that combines the creativity of program design with the operational expertise of event production. This role works in close partnership with the sales team to design innovative event solutions while also managing the logistical details that bring them to life. The Event Specialist is client-facing, supplier-focused, and a key driver of both memorable attendee experiences and seamless program execution.

Requirements

Bachelor's degree or equivalent relevant experience
3+ years of experience in event design, planning, and/or production.
DMC, hospitality, corporate meetings, or incentive travel background preferred
Strong creative thinking with proven operational and logistical management skills
Exceptional interpersonal and communication abilities with clients, supplier partners, and internal teams
Ability to multitask across multiple programs, manage shifting priorities, and maintain keen attention to detail
Proficiency in budgeting, financial reporting, and contract negotiation
Demonstrated ability to lead cross-functional teams and field staff with professionalism and clarity
Knowledge of local venues, attractions, and supplier partners, with the ability to source new and innovative options
Flexibility to work evenings, weekends, and holidays as business needs dictate

Responsibilities

Collaborate with Sales to develop compelling proposals, presentations, and attendee experiences that align with PRA brand standards and client goals
Create detailed program designs across areas such as transportation, registration, gifting, tours and activities, teambuilding, offsite venues, dine-arounds, professional staffing, and other tactical service offerings
Research, source, and vet venues and supplier partners, maintaining strong industry relationships and staying ahead of trends
Attend monthly Creative meetings and Event Producer meetings
Prepare and manage program budgets, costings, and line-item details with accuracy, identifying opportunities for efficiencies and cost savings
Contribute to product innovation, ensuring sales tools, resource materials, and pricing guides remain current and relevant
Serve as the primary client contact from contract through program delivery, ensuring clear communication, proactive updates, and exceptional service
Manage logistical operations including supplier contracting, field staff scheduling, billing, invoicing, and program documentation
Confirm, negotiate, and finalize supplier arrangements, ensuring service expectations, pricing, and contractual terms are met
Conduct pre-conference meetings and oversee on-site event execution, troubleshooting and problem-solving in real time to guarantee success
Supervise, train, and direct Field Staff, ensuring they are well-prepared and equipped to deliver the program vision
Strategically monitors program financial health, adjusting as needed to meet business goals
Completion of all program production paperwork, such as trip sheets, check requests, service agreements, invoicing, job costing, expense reports, etc.
Keeps Regional and Global Sales Managers fully informed of all opportunities and program changes and takes prompt corrective action where necessary to ensure successful delivery of client objectives