Events Associate

Help Create Meaningful Experiences That Drive Learning and Impact Do you love turning complex events into seamless experiences? Are you energized by balancing logistics, project management, client relationships, and creative problem‑solving? Position Overview Collaborative Communications is seeking an Events Associate who thrives in a fast‑paced environment and enjoys managing multiple priorities while delivering exceptional client service. This is an exciting opportunity to grow your career with a nationally recognized consulting firm that designs and delivers mission‑driven conferences, meetings, and learning experiences for education, nonprofit, philanthropy, government, and association clients across the country. As an Events Associate, you’ll support and manage projects from kickoff through completion, working alongside talented colleagues and clients to create engaging experiences that help people learn, connect, and make an impact. Collaborative is a learning‑focused consulting firm that improves education and opportunity through learning, collaboration, communications, and engagement. For more than 20 years, Collaborative has partnered with leading education organizations, foundations, government agencies, school districts, and community‑based organizations to design high‑quality learning experiences and build stronger networks. We believe every event should put participant learning and experience first. From intimate leadership retreats to national conferences with thousands of attendees, we create experiences that inspire connection, collaboration, and action. Position Summary The Events Associate serves as a project manager for multiple client events, supporting planning, logistics, communications, and onsite execution. This role works closely with clients, vendors, hotels, speakers, and internal teams to ensure projects stay on schedule, within budget, and exceed expectations. The position reports to the Vice President of Meetings & Events and collaborates across the organization to support a diverse portfolio of meetings, conferences, virtual events, and special projects. Essential Skills and Responsibilities Project Management Support multiple event projects simultaneously from kickoff through post‑event closeout. Develop and maintain detailed project plans, timelines, task lists, and project trackers using project management software (such as Asana). Coordinate cross‑functional teams and ensure clear ownership of deliverables. Support project meetings, prepare agendas, document action items, and drive accountability for follow‑up tasks. Monitor project progress, identify risks early, and proactively recommend solutions. Ensure projects are completed on schedule while maintaining high quality and exceptional client service. Event Planning & Logistics Support the planning and execution of in‑person, hybrid, and virtual meetings, conferences, workshops, and webinars. Coordinate meeting logistics including venue requirements, food and beverage, audiovisual, transportation, shipping, registration, and signage. Manage attendee registration systems, event websites and apps. Coordinate speaker logistics, travel arrangements, presentation collection, and communications. Monitor hotel room blocks and support attendee and VIP accommodations. Coordinate onsite logistics with hotels, convention centers, production companies, caterers, and vendors. Pack, ship, and track event materials. Provide onsite event management and customer service during events. Client & Team Communication Build strong relationships with clients through responsive communication and exceptional customer service. Coordinate regular project check‑ins with internal teams and clients. Prepare meeting agendas, meeting notes, status reports, and project documentation. Communicate effectively with clients to identify needs, recommend solutions, and manage expectations. Collaborate with colleagues across multiple departments to ensure successful project delivery. Communications & Engagement Draft event communications including invitations, participant emails, newsletters, speaker communications, and event materials. Assist with social media content and community engagement activities supporting client initiatives. Support participant communications before, during, and after events to create an exceptional attendee experience. Budget & Administrative Support Assist with event budgets, expense tracking, invoice processing, and reconciliation. Maintain organized project files and documentation. Support reporting and post‑event evaluations. Assist with additional projects and organizational initiatives as needed. Other administrative duties as assigned. Required Qualifications Bachelor’s degree or equivalent professional experience. 2–5 years of experience managing meetings, conferences, or events. Strong project management skills with the ability to manage multiple priorities and deadlines simultaneously. Exceptional organizational and time management skills. Excellent written and verbal communication skills. Outstanding attention to detail. Strong customer service and relationship‑building skills. Ability to anticipate challenges, think critically, and develop practical solutions. Ability to work independently while collaborating effectively within a team. Desire to continuously learn new technologies and improve processes. Ability to thrive in a fast‑paced, dynamic environment. Preferred Qualifications Certified Meeting Professional (CMP) designation or progress toward certification. Experience working with nonprofit organizations, education organizations, associations, or foundations. Experience with event budgeting and financial reconciliation. Technology Skills Experience with or the ability to quickly learn: Microsoft Office Suite (particularly Excel, PowerPoint, and Word) Google Workspace Project management software (Asana, Monday.com, ClickUp, Trello, or similar) Registration platforms (Swoogo, Cvent, Eventbrite, or similar) Zoom and virtual meeting platforms Event Apps Canva CRM and database systems Email marketing platforms such as Mailchimp or Constant Contact AI productivity tools such as ChatGPT, Microsoft Copilot, or Google Gemini Physical Requirements Must be able to work for prolonged periods at a desk and working on a computer. Must be able to stand and walk for long periods of time during events. Must be able to lift up to 25 pounds at times. Must be able to work occasional evenings and weekends based on event schedules. The Events Associate position is full‑time and remote. Salary range is $55,000 – $65,000. Collaborative offers excellent benefits. The Events Associate will work across teams and report to the Vice President of Meetings and Events. This is a full‑time remote position. Travel is expected to be approximately 15–25% throughout the year and includes conferences, client meetings, site visits, and planning meetings throughout the United States. Occasional evening and weekend work is required to support event schedules. Collaborative Communications is an equal‑opportunity, affirmative action employer. It is a strongly held value of Collaborative that power and possibility are not limited by gender, race, class, sexual orientation, disability, or age. All candidates will be evaluated on a merit basis. #J-18808-Ljbffr