Special Event Coordinator

Resources for the Future (RFF)
Washington, DC

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Job Details

$35 - $45 an hour
12 days ago

Qualifications

Vendor relationship building
Stakeholder relationship building
Stakeholder management

Full Job Description

Resources for the Future (RFF) is an independent, nonprofit research institution in Washington, DC. Our mission is to improve environmental, energy, and natural resource decisions through impartial economic research and policy engagement. RFF is committed to being the most widely trusted source of research insights and policy solutions leading to a healthy environment and a thriving economy.

The Special Event Coordinator provides event support for a portfolio of convenings, workshops, webinars, and a multi-day summit all seeking to unite energy and environmental economics policy stakeholders from September 2026 to February 2027, with opportunities for extensions. The role requires long (8-12 hour) , on-site days during event dates, with limited hours before and after each convening to assist with s ourcing , planning, preparation, and wrap - up logistics .

Responsibilities:

Research venues, manage RFPs, and coordinate vendors, contracts, and logistics
Oversee event operations including timelines, registration, travel, communications, and production
Facilitate speaker planning, coordination, and scheduling
Maintain event documentation, build strong vendor and partner relationships
Organize and coordinate supplies and materials in advance of each convening
Transport supplies between the RFF office and convening locations
Serve as the day- of event lead alongside RFF events team and venue staff: Ensure s et up of event space , p rovide on-site logistical support, s upport post-event breakdown
Conclude event reconciliation with attendee, speaker, and vendor communication s, reimbursement tracking, e xpense tracking, survey review, and pertinent analytics
Collaborate internally to improve processes, enhance efficiency, and elevate event quality
Perform other duties as assigned in support of the RFF events team

Preferred Qualifications:

2-3 years of experience in event planning or meetings management
Strong expertise in vendor negotiations, contracts, and hospitality/event logistics
Proven ability to manage multiple events and priorities simultaneously
Strong oral and written communication and stakeholder management skills
Experience with budgets, expense tracking, and reporting
Proficient in Microsoft Office and CRM systems
Proficient in live conference and streaming services, such as Zoom
Experience using project management tools, such as Asana
Experience using survey and online form tools, such as Jotform , SurveyMonkey, Microsoft Form, etc.
Experience using email marketing and event management platforms such as Mailchimp and Eventbrite
Experience using Adobe Creative Cloud or similar design products
Proactive inclination to identify , adapt and respond to needs during event planning and implementation

Requirements:

Bachelor's degree in Communications , Marketing, Hospitality, Journalism, Public Policy, or a related field, or any equivalent combination of training, education, and experience that demonstrates the ability to perform the essential functions of the position
Ability to lift at least 25 lbs

Must be available in RFF offic e during business hours on one day during each of the following:

September 1-3, 2026
September 29-October 1, 2026
October 13-15, 2026

Must be on-site, and fully available between 7 AM – 7 PM (exact hours to be determined ) on:

September 9-11, 2026
October 5-6, 2026
October 20-22, 2026

Additional events may be scheduled during this period. Dates and hours may be expanded upon mutual agreement.

About The Position:

Start Date: Mid- August
6-month temporary assignment with opportunities for extensions
$ 35 -$ 45 / hr
15- 20 h ours p er w eek (varies as needed)
50- 75 hours /month ; The role requires long, on-site days during event dates, with in-person planning, set-up , or reconciliation days before and after each convening
Flexible work arrangement policy: Remote or hybrid, except where noted above
Metro accessible , on-site parking

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