Associate Corporate Events

PenFed is hiring a (Hybrid) Associate Corporate Events at our Tysons, Virginia location. The primary objective of this role is to provide comprehensive strategic planning, scheduling, logistics, and administrative functions related to corporate events. Responsibilities include assisting with the planning and execution of all corporate events, evaluating and selecting vendors, and serving as a direct liaison with external business partners to coordinate event logistics. The position also encompasses oversight of accounting and expense management, facilitation of interactions with Executive Leadership and the Board of Directors, and delivery of high-level administrative support for the President’s Events Team.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This is not intended to be an all-inclusive list of job duties, and the position will perform other duties as assigned.

Event Planning & Execution

• Design and Deliver Events: Collaborate with the Senior Director of Events to conceptualize, plan, and execute a variety of meetings, fundraisers, and employee engagement activities for both internal and external audiences.
• Project Management: Oversee all phases of event planning, including requirements gathering, budgeting, scheduling, logistics, and post-event evaluation to ensure seamless execution and continuous improvement.
• Onsite Coordination: Serve as the primary point of contact during events, managing setup, troubleshooting issues, and ensuring all events run according to plan.
• Vendor Relations: Identify, evaluate, and negotiate with vendors and service providers to secure favorable terms and maintain high-quality partnerships.
• Contract Administration: Assist with drafting, reviewing, and managing contracts for event-related services, ensuring compliance with organizational policies.
• Stakeholder Engagement: Liaise with sponsors, community partners, and internal stakeholders to align event objectives and maximize participation.

Administrative Support

• Expense Management: Prepare and submit expense reports, track event budgets, and process invoices in accordance with company guidelines.
• Admin Duties: Manage shared mailboxes, intake requests, and coordinate schedules for the Events team, ensuring timely responses and efficient workflow.
• Resource Coordination: Order supplies, manage inventory, and support logistical needs for events and team operations.

Internal Communications & Collaboration

• Calendar Management: Maintain up-to-date event calendars and internal portals, ensuring staff are informed of upcoming events and deadlines.
• Cross-Functional Collaboration: Work closely with Internal Communications, Marketing, and other departments to ensure consistent messaging and effective promotion of events.
• Tracking: Compile and distribute guest lists, manage RSVPs, and communicate event details to attendees and stakeholders.

Community Engagement

• Community Outreach: Support initiatives related to sponsorship, volunteerism, and community engagement, fostering positive relationships and enhancing organizational reputation.

Additional Duties

• Site Visits & Travel: Conduct site visits and travel to event locations as required to assess venues and coordinate logistics. Estimated travel 25%.
• Continuous Improvement: Gather feedback from participants and stakeholders to identify opportunities for process enhancements and improved event outcomes.
• Other Responsibilities: Perform additional duties as assigned to support the Events team and organizational objectives.

*This role is not responsible for ensuring business continuity. *

Equivalent combination of education and experience is considered.

• Bachelor’s degree in marketing, Business, or related field preferred.
• Minimum three (3) years of experience in Events Management or Production is required.
• Ability to drive is required for this position.
• Ability to solve problems creatively and effectively.
• Maintain best practices with the event planning industry. i.e., trends, techniques, and technologies
• Encourage, build positive relationships, and communicate effectively with all co-workers and outside vendors.
• Microsoft Office Suite Required.

Supervisory Responsibility

This position will not supervise employees.

Licenses and Certifications

There are no additional licenses and/or certifications required.
 

Work Environment

While performing the duties of this job, the employee is regularly exposed to an indoor office setting with moderate noise.

*Most roles require working in an office setting with moderate noise and the ability to lift 25 pounds. *

Travel

25% Travel to various worksites is required.

#LI-Hybrid