Strategic Events Coordinator

CHCI•Washington, DC

1d•Hybrid

About The Position

The Congressional Hispanic Caucus Institute (CHCI) is seeking a highly organized and collaborative Strategic Events Associate to support the planning and execution of high-quality events that advance CHCI’s mission and elevate its national presence. This role supports a wide range of in-person events, from convenings and receptions to CHCI’s premier Leadership Conference and Awards Gala during Hispanic Heritage Month, by coordinating logistics, managing event operations, supporting vendors and sponsors, and ensuring a seamless attendee experience. The ideal candidate is detail-oriented, adaptable, customer service-driven, and thrives in a fast-paced environment while managing multiple priorities and deadlines.

Requirements

1–3 years of professional experience, preferably in event planning, hospitality, nonprofit events, conference management, or related fields.
Strong organizational skills with exceptional attention to detail and ability to manage multiple projects simultaneously.
Excellent written and oral communication skills.
Ability to remain calm, flexible, and solutions-oriented in fast-paced or high-pressure environments.
Highly adaptable, with a willingness to learn and support all facets of event planning.
Strong customer service and interpersonal skills with the ability to collaborate across teams and with external stakeholders.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams, as well as Google Workspace
Ability to work occasional evenings, weekends, and travel as required by event schedules.
Ability to lift and transport event materials up to 20 pounds occasionally
Commitment to the mission of the Congressional Hispanic Caucus Institute

Nice To Haves

Experience supporting nonprofit, association, corporate, or fundraising events
Experience coordinating and managing relationships with vendors, venues, and external event partners
Familiarity with event platforms such as Cvent, Passkey, Canva, or related registration/event technology tools, as well as CRM such as Salesforce
Bilingual in English and Spanish

Responsibilities

Support the end-to-end planning and execution of CHCI events, including conferences, galas, receptions, briefings, board meetings, programmatic events, and alumni engagements
Coordinate event logistics including venues, vendors, catering, audiovisual, travel, registration, signage, shipping, staffing, and on-site operations
Support event data tracking, reporting, and sponsor benefit fulfillment to ensure successful partnership engagement and event execution
Manage event materials, supplies, inventory, registration platforms, event websites, and attendee communications to support a seamless event experience
Develop and maintain event timelines, production schedules, dashboards, briefing materials, and other logistical documents
Compile registration and post-event data, surveys, and analytics to support reporting, evaluation, and continuous improvement efforts
Maintain event calendars, planning documents, attendee lists, tracking systems, and operational resources to support team and event management.
Process invoices, reimbursements, expense reconciliations, and assist with budget tracking and reporting for assigned events and projects.
Support internal coordination through meeting scheduling, note-taking, shared inbox management, and timely responses to event-related inquiries
Collaborate with internal departments, sponsors, vendors, speakers, and external partners to support successful event execution and stakeholder engagement
Partner with communications and marketing teams on event branding, signage, promotional materials, and digital content needs
Provide exceptional customer service and professional communication while maintaining diplomacy, confidentiality, and a collaborative team approach
Support additional strategic initiatives and event-related responsibilities as assigned