Event Planning Assistant Jobs in Virginia (NOW HIRING)

Mission:

In the Senate Community tradition of service, we strive to improve the financial wellness of our members throughout all stages of life by integrating sustainability and security into every financial solution.

Culture Competencies: S.T.R.I.V.E

• Maintains our members' and employees' trust by safeguarding their financial data and information.
• Values and respects everyone's abilities, opinions, and feedback to achieve trust, safety, and well-being in a friendly, welcoming, and cooperative environment. Actively devoted to our motto of 'better together'.
• Is honest, professional, authentic, and genuine in creating relationships that are uncompromising and true to ethical principles.
• Generates new ideas, supports change, provides new efficient solutions, and solves problems creatively while balancing risk.

General Summary:

The Events Coordinator is an entry-level role responsible for supporting the planning, coordination, and execution of events, conferences, and activities that promote the credit union's brand and engage its members. The Events Coordinator will work closely with the Events and EngagementManager to develop and implement event strategies that meet the credit union's goals and objectives. This is an excellent opportunity for a motivated and organized individual to join a dynamic team and contribute to the growth and success of the credit union

Major Duties & Responsibilities:

• Assist in planning, attending, coordinating, and executing events, conferences, and activities that promote the credit union's brand and engage its members and their communities
• Coordinate logistics, including venue selection, catering, audio-visual equipment, and vendor management
• Make sure event spending aligns with budgets, including tracking expenses and ensuring timely requisition and submission of invoices and receipts
• Collaborate with internal teams, including marketing, communications, and operations, to ensure seamless event execution
• Coordinate event promotion, including creating event flyers, social media posts, email invitations, follow up after the event and coordinate internal feedback session on the performance of the event
• Manage event registrations, including tracking RSVPs and managing the waitlist
• Coordinate with speakers, presenters, staff, volunteers, and performers, including scheduling, travel arrangements, and accommodations
• Assist with event evaluation and follow-up, including survey development and data analysis
• Develop and maintain relationships with vendors, suppliers, and partners
• Manage event merchandise inventory, including tracking stock levels, organizing storage, and ensuring promotional items and materials are available for upcoming events.
• Coordinate the packing, transportation, setup, and breakdown of event materials, equipment, and merchandise for on-site and off-site events.
• Recruit, schedule, and communicate with staff and volunteers to ensure appropriate event coverage and successful execution.
• Arrange and oversee transportation logistics for event supplies, equipment, and personnel, ensuring timely delivery and retrieval.
• Maintain organization of event assets by inventorying, returning, and properly storing materials following each event.
• Collaborate with internal teams and external vendors to support event operations and ensure all logistical requirements are met efficiently. Show and train support staff on event set up and tear down.
• Ensure compliance with credit union policies and procedures.

Non-essential Duties & Responsibilities

• Performs other duties as assigned.

Education:

• A bachelor's degree in hospitality, Marketing, Communications, or a related field preferred but not required.

Experience:

• 0-2 years of experience in event planning, marketing, or a related field
• Strong familiarity with event planning software and online registration platforms
• Experience with organizing and maintaining print materials & giveaway inventories
• Familiarity with credit union operations and member engagement a plus

Skills:

• Excellent logistics, organizational, and time management skills
• Proactive problem solver and project management acumen
• Ability to work independently and as part of a team
• Exceptional attention to detail and communication skills
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook
• Experience with event planning software and online registration platforms (e.g., Eventbrite, Constant Contact)
• Familiarity with event promotion techniques
• Ability to work in a fast-paced environment and prioritize multiple tasks and deadlines

Additional:

• Must live in the immediate DMV area as most events are on site and take place in the DMV area
• Work in a fast-paced office environment with frequent interruptions
• Regular travel to off-site events and meetings
• Ability to work flexible hours, including long days, early mornings, late evenings and weekends, as needed
• Potential Hybrid Option (Dependent on initial evaluation period, ability to perform needed responsibilities remotely and ultimately if event prep and schedule allows for it.).

Location: This position is located at Headquarters (Alexandria, VA).

Supervisory: None Required.

Time in Service: None Required.

Salary Range: Metropolitan Area (DC, MD, VA) $61,375.95- $92,063.93

Benefits: Health Insurance including Medical, Dental, Prescription, Vision, 401(k) Retirement Plan, Incentive bonus, 12 Holidays, 15 Vacation days, 9.75 Sick days, Flexible Spending Account, Life Insurance, Free parking or Metro Smart Benefits and Tuition reimbursement.

Equal Opportunity Employer/Veterans/Disabled

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.