Aptive Resources

Events Associate

Aptive Resources

full-time

Posted on:

Location Type: Remote

Location: District of Columbia • Virginia • United States

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About the role

  • Oversee full event registration lifecycle, including building registration pages and event apps, regular reporting, onsite check-in, and after-action reports and analysis.
  • Set up and manage attendee customer service channels (email and phone).
  • Support vendor coordination, including RFPs for registration and onsite materials.
  • Collect and track all revenue, including online payments and mailed checks; reconcile with registration vendor and in-house accounting department.
  • Provide onsite support during events and train and manage on-site registration staff.
  • Draft communications for attendees and events, including emails, registration website pages, and social media content.
  • Coordinate with in-house creative team to develop assets for registration site and event app.
  • Create attendee surveys and report event metrics with attendee feedback to inform future planning and continuous improvements.
  • Oversee hotel logistics including catering, hotel room blocks, contract concessions, and VIP arrangements.
  • Support main stage and breakout session logistics, including audiovisual coordination, room sets, run of show management, and rehearsals.
  • Develop and manage Requests for Proposals (RFPs) to secure vendors and services.
  • Manage third-party vendors providing services for promotional items, temporary staff, security, catering, audiovisual, and signage.
  • Collaborate with the General Service Contractor to manage signage, branding, shipping, exhibit booth assignments, exhibitor tracking, exhibitor kits, and onsite setup.
  • Work with in-house creative team on branding and event materials.
  • Create seating charts for large events up to 2,000 people.
  • Provide on-site support for client and participants at events and in the exhibit hall.
  • Process vendor payments and track expenses against event budget.
  • Assist with post-event reporting, budget reconciliation, and analysis of event outcomes to inform future planning.
  • Deliver high-quality client service by building and maintaining strong relationships with clients, stakeholders, and internal teams.
  • Maintain accurate and up-to-date project documentation, timelines, templates, and workbooks for assigned events and registration tasks.
  • Actively participate in all client meetings and record meeting minutes required for government records.
  • Support the implementation and refinement of departmental processes and lead continuous improvement within their area of focus.

Requirements

  • 5-10 years of experience in event management, including planning and supporting large, complex events with multiple breakout sessions.
  • Bachelor’s degree in hospitality, event management, communications, public relations, marketing, or a related field, or equivalent combination of education and experience.
  • Highly motivated, able to work independently, with strong time management, attention to detail and problem-solving skills.
  • Skilled in Microsoft 365 Suite (Word, PowerPoint, Excel, Outlook, Teams).
  • Experience developing and managing event registration platforms (e.g., Cvent, Swoogo, Whova, Eventbrite) and sourcing/managing all aspects of event registration.
  • Experience in registration operations and program support, including attendee management, reporting, and onsite plans.
  • Experience working with event venues or hotels on event logistics such as food & beverage, room blocks, signage, and audio/visual.
  • Comfortable collaborating with leadership, clients, internal teams, and vendors.
  • Proven ability to manage timelines and budgets to ensure successful project delivery.
  • Ability to quickly absorb complex issues and determine sound solutions.
  • Strong customer service skills, including excellent written and verbal communication.
  • Willingness to work outside normal business hours (evenings, weekends) and ability to travel (<10%) for site inspections and event execution.
  • Legal authorization to work in the U.S.
Benefits
  • Health insurance
  • 401(k) matching
  • Flexible work arrangements
  • Paid time off
  • Professional development opportunities
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
event managementevent registration platformsattendee managementreportingbudget reconciliationvendor coordinationlogistics managementproblem-solvingproject documentationevent metrics analysis
Soft Skills
time managementattention to detailcustomer servicecommunicationcollaborationindependencerelationship buildingcontinuous improvementleadershipadaptability