Strategic Events Coordinator

Job Description

Job Description

TITLE:                           Strategic Events Coordinator

REPORTS TO:               Senior Manager, Strategic Events

LOCATION:                   Washington, DC - Hybrid In-Office & Remote

POSITION SUMMARY

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.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Event Planning & Logistics

• 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

Administrative & Operational Support

• 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

QUALIFICATIONS

Required:

• 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
  - Developing the next generation of Latino leaders®

Preferred:

• 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

BENEFITS

CHCI offers an array of competitive benefits to its employees:

• Flexibility for Telework
• Medical, Dental, and Vision insurance
• Basic Life Insurance Coverage
• Life Insurance Coverage for Dependents
• Employee Assistance Program
• Flexible Spending Account
• WMATA SmarTrip Benefit/Parking Subsidy
• 401k Retirement Plan
• Paid federal holidays
• Paid Time Off - Vacation and Sick Leave
• Pet Insurance Option
• An organization-wide winter break between 12/25 and 1/1
• Furniture allowance for remote office

About the Congressional Hispanic Caucus Institute (CHCI)

The Congressional Hispanic Caucus Institute (CHCI) is a 501(c)(3) non-profit, non-partisan organization founded in 1978, dedicated to developing the next generation of Latino leaders in the United States. CHCI provides leadership, public service, and policy experiences in the nation’s capital to outstanding Latino students and young professionals from throughout the nation. CHCI manages a network of over 5,400 highly accomplished alumni, providing a pipeline of Latino talent to corporations, government, and nonprofits, to ensure the interests of the Latino community are represented across all sectors of society. CHCI also convenes a variety of community leaders that include Members of Congress, other public officials, corporate executives, advocates, and community leaders to discuss issues facing the Latino community and our nation and identify solutions that can be implemented in policy and practice.

CHCI is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, belief or spirituality, sex, gender, gender identity or expression, sexual orientation, national origin, disability status, matriculation, genetic information, protected veteran status, marital status, family responsibilities, pregnancy and pregnancy-related conditions, personal appearance, political affiliation, credit information, or any other characteristic protected by applicable law.