Director of Advance (Washington)

Position Title: Director of Advance

Organization: Republican Attorneys General Association (RAGA)

Location: Washington, D.C.

Full-time, in-office: 8:30 – 6:30 p.m. Eastern.

Position Summary

The Director of Advance is responsible for supporting the planning, coordination, and execution of organizational events from initial concept through post-event reconciliation.

This role serves as the central point of contact for event logistics and administrative coordination, ensuring that all event details are managed efficiently and executed to a high standard. The Director of Advance works closely with internal teams, vendors, venues, and stakeholders to deliver seamless event experiences while maintaining budgetary and organizational expectations.

This position requires exceptional organizational skills, attention to detail, strong communication abilities, and the capacity to manage multiple projects simultaneously in a fast-paced environment.

Location : Washington, DC, including monthly travel and additional travel as needed/requested.

Schedule: Full-time; standard working hours are 8:30 a.m. – 6:30 p.m. Eastern Time. Due to the nature of the role, flexibility is required, including the ability and willingness to work additional and extended hours, evenings, and weekends as necessary to support events and organizational needs.

Reporting Structure

• Reports To: Director of Events
• Works Closely With:
• Executive Director
• Finance Director
• Communications Team
• Policy and Political Teams
• Independent Contractors
• External vendors, venues, and service providers
• Supervisory Responsibilities: Events Coordinator; and may provide oversight and direction to temporary staff, interns, volunteers, or event contractors during event execution.

Key Responsibilities

Event Planning & Coordination

• Coordinate all logistical aspects of organizational events, including meetings, conferences, retreats, receptions, fundraisers, and special events.
• Develop and maintain detailed event timelines, project plans, and task trackers to ensure all deadlines are met.
• Assist in the development of event agendas, run-of-show documents, and briefing materials.
• Coordinate venue selection processes, site visits, and venue communications.
• Support room setup planning, audiovisual requirements, signage needs, and event flow management.

Vendor & Contract Management

• Research, solicit, and coordinate with vendors including hotels, caterers, transportation providers, audiovisual companies, decorators, and other event-related service providers.
• Facilitate the collection of proposals and pricing for review and approval.
• Ensure contracts and agreements are routed through the appropriate internal approval processes prior to execution.
• Monitor vendor deliverables to ensure contractual obligations are fulfilled.

Budget Administration

• Assist with event budget preparation and expense tracking.
• Monitor event expenditures to ensure alignment with approved budgets.
• Collect invoices, reconcile expenses, and coordinate payment processing with the Finance team.
• Prepare post-event financial summaries and reports as requested.

Registration & Attendee Management

• Manage event registration processes and attendee databases.
• Coordinate guest communications, confirmations, and informational materials.
• Maintain accurate attendee records and tracking reports.
• Assist with VIP and speaker coordination, including special accommodations and scheduling needs.

Travel & Logistics

• Coordinate travel arrangements and transportation logistics for staff, speakers, VIPs, and attendees as directed.
• Manage hotel room blocks and lodging coordination.
• Develop and distribute event logistics documents, including itineraries and travel schedules.

On-Site Event Execution

• Serve as a primary point of contact during events to ensure smooth operations.
• Coordinate vendor load-in/load-out schedules and oversee event setup and breakdown.
• Troubleshoot issues in real time and implement solutions to maintain a positive attendee experience.
• Support executive leadership and VIPs during event activities as needed.

Administrative Support

• Maintain event records, templates, and standard operating procedures.
• Conduct post-event evaluations and compile feedback to identify opportunities for improvement.
• Assist in developing and refining event processes to increase efficiency and consistency across all events.
• Perform other duties as assigned in support of organizational objectives.

Qualifications & Competencies

Required Skills

• Strong organizational and project management skills with exceptional attention to detail.
• Excellent written and verbal communication abilities.
• Ability to prioritize competing demands and manage multiple projects simultaneously.
• Proficiency in Microsoft Office Suite, particularly Outlook, Excel, Word, PowerPoint, and SharePoint.
• Strong problem-solving skills and the ability to adapt quickly in dynamic environments.
• Professional demeanor and ability to interact effectively with executives, VIPs, members, vendors, and stakeholders.
• Ability to maintain confidentiality and exercise discretion.

Preferred Qualifications

• Bachelor's degree in Event Management, Hospitality, Communications, Business Administration, or a related field, or equivalent professional experience.
• Previous experience coordinating meetings, conferences, political events, fundraising events, or other large-scale programs.
• Experience with event registration platforms and event management software.
• Familiarity with budget tracking and expense reconciliation processes.

Expectations for Success

The Director of Advance is expected to:

• Demonstrate proactive ownership of assigned events and responsibilities.
• Maintain a high level of accuracy and attention to detail in all aspects of event planning.
• Anticipate needs and potential challenges before they arise and provide solutions.
• Communicate effectively and consistently with stakeholders regarding event progress and outstanding items.
• Uphold professionalism and represent the organization positively in all interactions.
• Exhibit flexibility and willingness to work extended hours, evenings, and weekends as required by event schedules.
• Travel as needed to support organizational events and activities.
• Continuously seek opportunities to improve event processes, efficiency, and attendee experience.

Performance Indicators

Success in this role may be measured by:

• Timely completion of event milestones and deliverables.
• Successful execution of events within approved budgets.
• Positive feedback from attendees, leadership, and stakeholders.
• Accuracy and completeness of event logistics and communications.
• Effective management of vendors and external partners.
• Ability to independently manage multiple events with minimal supervision.

Compensation/Benefits

• Competitive salary commensurate with experience.
• Discretionary bonuses.
• No employee contribution for: health, vision, & dental.
• 401k options and more.