Events Coordinator, Product Councils

URBAN LAND INSTITUTE•Washington, DC

1d•$55,781 - $60,662•Onsite

About The Position

The Events Coordinator, Product Councils, will manage a portfolio of approximately 23 Product Councils, coordinating all event logistics for Council receptions, dinners, tours, and Council Day meetings at ULI's Fall and Spring Meetings. You will work closely with Council leadership, fellow Event Coordinators, and the Senior Director to ensure every detail is handled and every member experience is seamless. This is a high-volume, detail-intensive role that requires exceptional organization, strong communication skills, and the ability to stay calm and composed when managing multiple moving pieces under deadline. You will interact daily with senior real estate executives who have high expectations and will appreciate a coordinator who is responsive, proactive, and solution-oriented.

Requirements

Strong organizational skills and a proactive, detail-oriented approach. You manage multiple threads simultaneously without dropping anything.
Professional, clear communication, both written and verbal. You are comfortable corresponding with C-suite executives and senior member volunteers.
The ability to receive critical feedback from members and respond constructively. Council members are high-standards stakeholders who will tell you when something is not right. You need to hear that, solve the problem, and move forward.
A collaborative, team-first mindset. This team covers for each other without being asked. We need someone who will do the same.
A learning mindset. This role requires absorbing new processes and ways of working quickly. Experience from elsewhere is welcome, but ULI's systems and culture will take time to learn and you should be genuinely open to that.
Longevity. Members have directly raised staff continuity as important to them. We are looking for someone who sees this as a place to build, not a stepping stone.
1 to 2 years of experience in event coordination, hospitality, or a closely related field preferred.
Experience with customer-facing or member-facing communication.
Proficiency in Microsoft Office; experience with event or database management platforms a plus.
Ability to travel to ULI's Fall and Spring Meetings and other programs as needed.
Ability to work extended hours including evenings and weekends during Meetings.
Ability to lift packages up to 20 lbs.
Based in Washington, D.C. or able to work from the D.C. office (preference for DC-based candidates; please discuss with the recruiting team if you have questions about location).

Nice To Haves

Bachelor's degree or equivalent work experience preferred but not required.

Responsibilities

Coordinate event logistics for an assigned portfolio of Product Councils, including receptions, dinners, tours, and Council Day meetings at the Fall and Spring Meetings.
Support Council leaders in venue and vendor sourcing, with an eye toward cost efficiency and quality.
Manage contracts and payment timelines, track deadlines, and maintain accurate database records.
Build function sheets, obtain approvals from Council leaders, and manage invoicing and receipt tracking.
Communicate final details including headcounts, menus, and special requests to venues and vendors in advance of events.
Distribute planning materials and resources to Council leaders throughout the planning cycle.
Support the Product Council desk at all Meetings, including managing printing requests and logistics for leadership meetings.
Collaborate with the broader Product Councils team on expense summaries and post-event reporting.