Apply on Employer Site

Wounded Warrior Project · 3 weeks ago

Senior Event Planning Specialist - Government & Community Relations

Washington, DC

Full-time

Hybrid

Senior Level

$78K/yr - $98K/yr

5+ years exp

Wounded Warrior Project (WWP) is dedicated to honoring and empowering veterans. The Senior Event Planning Specialist will lead the planning and execution of strategic conferences and high-profile events for the Government and Community Relations team, ensuring alignment with WWP’s mission and maximizing donor impact.

AssociationCommunitiesHealth CareMedical

Comp. & Benefits

Responsibilities

Lead the planning and execution of large-scale, high-profile WWP GCR events for internal and external stakeholders, including conceptualization, attendee targeting, site selection, rate negotiation, catering, and on-site coordination

Prepare WWP senior leaders for major GCR-led conferences, meetings, and engagements, providing support before and during events

Manage event budgets and staffing, ensuring coordination of vendors, lodging, transportation, and AV needs, while exercising fiscal responsibility to safeguard donor funds

Oversee the development and review of promotional materials (e.g., signage, briefing documents, media collateral) to enhance event visibility and awareness

Create and maintain event schedules, timelines, agendas, and activity plans while communicating risks and updates to senior leadership

Provide on-the-ground support and coordinate teammates and contract personnel during GCR events, ensuring day-of needs are met

Coordinate vendor management and serve as liaison for VIP guests, vendors, and program participants

Utilize event registration software (e.g., Cvent, Salesforce, SurveyMonkey) and emerging technologies to manage registration, budgeting, venue sourcing, and reporting

Collaborate with Travel & Events and other WWP departments to coordinate logistics, travel, and lodging for warriors and teammates

Manage multiple concurrent GCR events, adapting to challenges by identifying alternatives and consulting internal teams for support

Lead GCR event planning meetings and participate in relevant events and briefings

Maintain accurate records using registration and data management tools

Perform financial reconciliations, process invoices and receipts, verify billing, and prepare financial reports

Review contracts and invoices for compliance, including tax exemptions and banquet event orders (BEOs)

Conduct post-event closeouts, including budget reviews, survey distribution, and process improvement recommendations

Attend and actively participate in required training and/or meetings, including but not limited to New Teammate Orientation, WWP Cares, ASIST Suicide Prevention training, Leadership training, culture/team based training, or departmental huddles

Other related duties as assigned

Qualification

Event managementVendor negotiationProject managementEvent registration softwareStakeholder engagementMicrosoft OfficeEthicsConductCollaboration skillsInterpersonal skillsCommunication skillsAttention to detail

Required

Five years of experience in event planning and management, or a hospitality environment

Three years of experience with event registration and management software (e.g., Cvent, Salesforce, SurveyMonkey)

Three years of experience negotiating vendor contracts and rates

Experience in government & community relations or similar fields, including events tied to public policy, advocacy, or community outreach

Bachelor's degree in event planning, hospitality, communications, or related field. Equivalent combination of applicable education, training, certification, and experience may be considered in lieu of degree

Ability to obtain ASIST Certification within 1 year of hire