Events CoordinatorClearPath

Job SummaryClearPath is seeking a highly organized and proactive Events Coordinator to be the day-to-day engine of its events program. This role provides hands-on logistical and project management support across a high-volume portfolio of external events and trips, including Congressional briefings, policy forums, dinners, domestic and international delegation travel, and stakeholder events.The Events Coordinator reports to the Senior Events Manager and, working within established plans and processes, keeps every event on track, from workback plans and guest lists through on-site check-in and post-event reporting.Event Planning amp; Project ManagementBuild and maintain event workback plans, timelines, checklists, and action-item trackers using the Senior Events Manager's master templatesTrack deadlines, deliverables, and executed contracts; follow up with internal stakeholders, vendors, and partners, and proactively flag potential issues or delaysTrack expenditures, invoices, deposits, and payment deadlines, and maintain the actuals that inform future budgetsDraft logistics sections of the run of show, and provide input on staffing plans and security planningVenues, Vendors amp; Travel LogisticsResearch venue options, support site visits and advance planning, and organize vendor proposals and quotes for the Senior Events Manager's reviewServe as the internal day-to-day contact for venues, vendors, and service providers, and handle follow-through with production companies and co-host partnersManage hotel logistics, including room blocks, rooming lists, and pickup reportingCoordinate transportation, including with destination management companies, and logistics for domestic and international delegation tripsGuest Management amp; CommunicationsBuild and maintain guest lists and RSVP trackers, manage the registration platform and provide input on invitation targetingDraft and distribute invitations, working with the Creative team on designManage guest communications (confirmations, reminders, logistics information), and prepare internal attendee lists and registration reportsSupport logistics for speakers and senior-level guests, including Members of Congress, Administration officials, and CEOs, and assemble pre-event briefing materials (bios, logistics, attendee information)Prepare name badges, place cards, and menu cards with attention to titles and protocolMaterials, Compliance amp; On-Site ExecutionCoordinate event materials and supplies, including signage, branded items, printed materials, swag, and shippingSupport compliance with Congressional ethics guidelines, legal requirements, and risk mitigation practicesRun event setup, registration and check-in, and day-of operations with support from Fellows and interns, serving as an on-site host who creates a welcoming, organized, and professional guest experiencePost-Event Support amp; Process ImprovementCollect post-event data (attendance, feedback, invoices) and draft reports, attendee summaries, and metrics for the Senior Events Manager's approvalProvide the data used to evaluate event impact against goals, and contribute to lessons learnedMaintain complete and organized event files and historical records, including contracts, vendor information, and final documentsDevelop a working understanding of ClearPath's audiences and stakeholders