Special Event Associate

Description:

RGI Events, an award-winning strategic special events production firm and design atelier, is actively seeking a savvy, strategic, and results-driven Special Event Associate to join its vibrant, high-performance team in Alexandria, VA. The company specializes in end-to-end creative and production services for global clients such as L'Oréal USA, Nike, Dior, SpaceX, and many more.

This is a full-time, onsite position that requires exceptional organizational, strategic, and production leadership skills. The Event Associate will serve as the project lead, managing every phase of high-profile events from strategy through execution, while ensuring client satisfaction and company profitability.

The ideal candidate will have an extensive background in agency-style event management, budget planning, creative concept development, and technical production leadership. This role offers an exciting opportunity to work in a fast-paced environment where every day is dynamic, creative, and hands-on.

Key Responsibilities:

• Lead full-cycle production and management of large-scale, multi-faceted events.

• Serve as primary point of contact for clients, managing the relationship with excellence.

• Develop strategic timelines, budgets, vendor contracts, and event execution plans.

• Build and manage complex operational logistics including team briefings, stage programming, technical setups, and vendor coordination.

• Create and manage detailed event documentation: cue-to-cue, production timelines, site maps, floor plans, AV orders, and more.

• Direct show calling, run rehearsals, and ensure all production aspects meet 5-star standards.

• Guide internal and external teams to execute events aligned with client goals and company benchmarks.

• Oversee digital tools like registration systems, seating logistics, creative content, and ROI reporting.

• Lead debrief meetings, build client-facing reports, and pitch concepts and creative deliverables.

Required Qualifications:

• BA in Events, Hospitality, PR, or a related field.

• Minimum of 6 years’ experience managing complex events in a team lead or agency environment.

• Functional mastery of Asana (or similar project platforms), Microsoft Office Suite, Google Business Tools.

• Familiarity with platforms like Social Tables, Canva, Adobe, FloDesk, and Squarespace/WordPress.

• Strong written and verbal communication with meticulous attention to detail.

• Proficiency in budget development, vendor management, and client reporting.

• Experience managing logistics for galas, large-scale productions, and sponsor fulfillment.

• Technical understanding of AV, production timelines, and insurance/permitting processes.

Preferred Qualifications:

• CMP certification.

• Proven success pitching and executing strategic events.

• Experience with speaker management, content scripting, and cue-to-cue show direction.

• Experience leading supplier walkthroughs, tastings, and rehearsals.

• Willingness to work flexible hours, travel (20–30%), and work evenings/weekends when needed.

About You:

• A deadline-driven self-starter with elite time management and problem-solving skills.

• Passionate perfectionist who thrives in a fast-paced, high-pressure creative industry.

• Exceptionally organized and detail-oriented.

• Technologically savvy with a strong aesthetic sensibility.

• Eager to learn, collaborate, and support a women-led, mission-driven team.

Work Conditions:

• Must have reliable personal transportation and the ability to lift 40 lbs.

• Work is 100% onsite in Old Town Alexandria, VA.

• Remote/telework not allowed; monthly WFH flex offered post-onboarding.

• 20–30% travel, including international trips (passport required).

• Must be available to start ASAP (ideally within 2 weeks of offer acceptance).

Benefits:

• Paid vacation

• Monthly WFH allowance

• Health insurance (includes dental and vision options) after initial review period