Title:                         Events Assistant

Reports to:             Director, Events and Programming

Job Summary:          The Events Assistant supports the Events and Programming team in delivering exceptional experiences designed to amplify and advance Heritage’s impact and mission. The Events and Programming team produces over 5,000 events annually, from high-level roundtables and public programs in our Washington, D.C. headquarters to donor gatherings and multi-day conferences across the country. This individual primarily supports the planning and execution of in-house programs and events and is managed by the Assistant Director of In-House Events, but will support the entire team, based on priority needs across the events portfolio. 

 

Job Duties:

In-House Events Support – Support the planning and execution of events that are hosted in-house at Heritage such as public programs, private roundtables, symposia, all-staff, VIP, and external partner events. Coordinate and execute logistics such as registration, materials preparation, staging, audiovisual elements, security, catering, and facilities.Conference Services Support – Provide on-site daily event support to the Conference Services team through a variety of duties, such as rooms setup, menu selection, and placing catering orders. Review and complete daily internal event booking information, maximizing event room use, monitoring last-minute changes, generating the daily events calendar, and training new employees on the room reservation system.Customer Service – Maintain strong relationships with all internal and external partners for the successful operation and execution of all events. Manage team-wide email accounts and phone line, answering staff and external event-related questions. Support the management of external vendors by receiving deliveries, communicating event details, and maintaining accurate contract and billing processes.Event Registration, Check In, and Metrics – Support the registration process across events, including setting up each event profile, creating daily RSVP reports, uploading data into CRM platforms, ensuring registration data is accurate and maintained throughout the event lifecycle, collecting and tracking event details to ensure accurate post-event reporting and internal data-sharing, and managing onsite check in.Marketing and Event Communications – Develop and send event marketing pieces such as registration webpages and email invitations with compelling promotional copy. Maintain ongoing production calendar to ensure all related event communications are timely. Office, Administrative, and Cross-Functional Responsibilities – Perform general office duties, including but not limited to, tracking Heritage and movement anniversaries and product launches, ensuring event media files are updated and archived in a timely manner, ordering and tracking event supplies inventory and storage, and managing expenses and reporting.

 

Qualifications:

Education:                   Bachelor’s Degree 

Experience:                 1-2 years of experience in event support, donor relations, or customer service

Communication:         Clear, effective, and gracious written and verbal communication

Technology:                Ability to master new software for event registration, email marketing, and virtual events; proficiency in MS Office (familiarity with Marketo or other email marketing platforms a plus)

 

Other Requirements:

Understand and support the Heritage mission and vision for America, and the department’s goals and objectives.Demonstrated ability to think critically and show sound judgement in high-pressure situations. Ability to self-organize with a strong attention to detail and handle multiple projects while prioritizing to achieve goals.  Capacity to work nights and weekends when necessary.

 

Benefits and Salary:

The Heritage Foundation offers a highly competitive benefits package that includes, but is not limited to, best-in-class health care, vision, and dental insurance, employer-sponsored retirement funding, “take what you need” PTO and sick leave, 14 weeks of paid leave for new moms and 6 weeks of paid leave for new dads, among other programs.

 

The salary range for this role is $50,000 - $55,000 annually. This range is a good-faith estimate, and the final salary offered to a selected candidate depends on a variety of factors including, but not limited to, the candidate’s experience, education, and other qualifications; internal and external market pay for comparable jobs; and level of hire based on aforementioned qualifications.