Special Event Coordinator

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 sourcing, 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 set up of event space, provide on-site logistical support, support post-event breakdown
• Conclude event reconciliation with attendee, speaker, and vendor communications, reimbursement tracking, expense 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
• Schedule: Remote/Hybrid; should be available Tuesday-Thursday, 10:00 AM - 5:00 PM, but flexible arrangements can be coordinated; Required on-site days outlined below

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
• Superior level of service, customer attentiveness, and eye for detail

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
• Ability to travel up to 10% locally as needed

• Must be available in RFF office during business hours on one day during each of the following:
  • September 1-3, 2026
  • September 29-October 1, 2026
  • October 13-15, 2026
  • November 17-19, 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
  • November 30-December 4, 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 hours per week (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