Events Coordinator

Clearpath Robotics by Rockwell Automation • Washington, DC

22h • $70,000 - $80,000

About The Position

ClearPath is seeking a highly organized and proactive Events Coordinator to provide day-to-day logistical and project management support across a high-volume portfolio of external events and trips. These include Congressional briefings, policy forums, dinners, domestic and international delegation travel, and stakeholder events. Working within established plans and processes, the Events Coordinator keeps events on track from workback plans and guest lists through on-site check-in and post-event reporting. The position reports to the Senior Events Manager.

The coordinator builds and maintains event plans and trackers; follows up on deadlines, deliverables, contracts, invoices, and payments; and assists with run-of-show logistics, staffing, and security planning. The role also supports venue and vendor research and coordination, hotel and transportation logistics, guest registration and communications, speaker and VIP support, event materials, compliance, and on-site execution. After events, the coordinator gathers data, prepares draft reports, maintains records, and contributes to evaluation and process improvement.

Requirements

• 3–5 years of experience in event planning, hospitality, project coordination, or a related field.
• Bachelor's degree or equivalent combination of education and relevant experience.
• Strong organizational and project management skills, exceptional attention to detail, and ability to manage multiple projects and logistical workstreams at once.
• Experience coordinating with venues, hotels, caterers, and vendors, including tracking invoices and payments.
• Strong communication and collaboration skills.
• Ability to work independently on assigned responsibilities while seeking guidance and escalating issues when appropriate.
• Ability and willingness to travel domestically and internationally.
• Flexibility to work non-traditional hours as required to support events.

Nice To Haves

• Experience supporting events with VIP guests such as Members of Congress, senior government officials, or CEOs, and familiarity with Capitol Hill or similar policy-focused environments.
• Experience with hotel room blocks, guest transportation, or group and international travel logistics.
• Working knowledge of the Washington, DC venue market.

Responsibilities

• Build and maintain event workback plans, timelines, checklists, and action-item trackers using the Senior Events Manager's templates.
• Track deadlines, deliverables, executed contracts, expenditures, invoices, deposits, and payment deadlines; follow up with stakeholders, vendors, and partners and flag potential issues or delays.
• Draft logistics sections of run-of-show documents and provide input on staffing and security plans.
• Research venue options; support site visits and advance planning; and organize vendor proposals and quotes for the Senior Events Manager's review.
• Serve as the day-to-day internal contact for venues, vendors, and service providers, and follow through with production companies and co-host partners.
• Manage hotel logistics, including room blocks, rooming lists, and pickup reporting.
• Coordinate transportation, including with destination management companies, and logistics for domestic and international delegation trips.
• Build and maintain guest lists and RSVP trackers, manage the registration platform, and provide input on invitation targeting.
• Draft and distribute invitations in coordination with the Creative team; manage guest confirmations, reminders, and logistics communications; and prepare attendee lists and registration reports.
• Support logistics for speakers and senior-level guests, including Members of Congress, Administration officials, and CEOs; assemble pre-event briefing materials such as bios, logistics, and attendee information.
• Prepare name badges, place cards, and menu cards with attention to titles and protocol.
• Coordinate event materials and supplies, including signage, branded items, printed materials, swag, and shipping.
• Support compliance with Congressional ethics guidelines, legal requirements, and risk mitigation practices.
• Run event setup, registration and check-in, and day-of operations with support from Fellows and interns; serve as an on-site host providing a welcoming, organized, and professional guest experience.
• Collect post-event attendance, feedback, and invoice data; draft reports, attendee summaries, and metrics for the Senior Events Manager's approval.
• Provide data used to evaluate event impact against goals and contribute to lessons learned.
• Maintain complete and organized event files and historical records, including contracts, vendor information, and final documents.
• Develop a working understanding of ClearPath's audiences and stakeholders.

Benefits

• Comprehensive medical, dental, vision, life, and disability insurance.
• Retirement benefit with an employer matching contribution of $1 for $1 on the first 5% of pay contributed by the employee.
• Eligible for a performance-based bonus of up to 10% of annual base salary.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level