Associate, Events

About the Role

HITT’s events are an important expression of our brand—bringing together clients, partners, and team members to celebrate meaningful milestones, strengthen relationships, and create memorable experiences. The Events Associate plays an essential role in delivering these moments with quality, thoughtfulness, and attention to detail. Reporting to the Events Manager, you will support the planning, coordination, and execution of large-scale internal and client-facing events across the enterprise.

Responsibilities

• Support the Events Manager in planning and executing HITT’s signature internal team member events, client experiences, project milestone celebrations, and other enterprise and regional programs.
• Help deliver groundbreakings, topping out ceremonies, grand openings, project tours, client gatherings, team member events, and other special experiences.
• Gather event requirements from project teams and internal stakeholders, helping translate objectives into organized and actionable event plans.
• Develop and maintain event briefs, project timelines, checklists, action items, production schedules, contact lists, and shared planning files.
• Coordinate event logistics, including registration, guest lists, invitations, attendee communications, signage, name badges, gifting, branded materials, equipment, and supplies.
• Build and maintain RSVP forms and registration trackers; monitor responses, resolve missing information, prepare attendance reports, and communicate updates to the event team.
• Draft and proofread save-the-dates, invitations, reminders, logistical emails, attendee instructions, internal updates, thank-you messages, and other event communications.
• Assist with vendor research, availability, proposal and quote collection, ordering, production schedules, shipment tracking, and day-to-day coordination under the direction of the Events team.
• Support event budgets by preparing purchase requests, processing invoices, tracking expenses, reconciling charges, and maintaining complete and accurate financial records.
• Prepare event-day materials and provide on-site support for setup, registration, signage, guest arrivals, vendor coordination, program execution, breakdown, and real-time troubleshooting.
• Help ensure each attendee experience reflects HITT’s brand standards and commitment to hospitality, from the first communication through post-event follow-up.
• Maintain HITT’s master event and project milestone calendars, event request tracker, preferred-vendor information, planning templates, contact lists, and event archives.
• Coordinate industry award communications and ceremony logistics, including internal notifications, ticket and table requests, attendee lists, calendar invitations, invoices, award details, and follow-up communications.
• Support award submissions by tracking deadlines and requirements, gathering project information and supporting materials, coordinating internal reviews, and maintaining final submission records.
• Assist with tradeshow and sponsorship logistics, attendee coordination, booth materials, HITT-branded items, shipping, and on-site requirements.
• Support post-event closeout by organizing attendance records, photography, feedback, expenses, vendor documentation, lessons learned, and information used for reporting and future planning.
• Identify opportunities to improve planning tools, processes, templates, and the overall consistency and quality of HITT events.
• Provide administrative and project support to the Events team and broader Marketing department as business priorities require.

Qualifications

• Bachelor’s degree in marketing, communications, hospitality, business, or a related field preferred; equivalent relevant experience will be considered.
• 1-3 years of experience in event coordination, marketing, hospitality, communications, project administration, or a related field preferred; relevant internship experience may be considered.
• Strong organizational and task-management skills, with the ability to manage multiple priorities, meet deadlines, and follow through reliably on details.
• Excellent written and verbal communication skills, sound judgment, and a polished, service-oriented approach when working with team members, clients, executives, partners, and vendors.
• Meticulous attention to detail and demonstrated ability to proofread event communications, attendee information, schedules, and production materials accurately.
• Ability to build productive working relationships across teams, offices, and levels of the organization.
• Ability to work independently and collaboratively, take direction, anticipate needs, solve problems, and adapt quickly as event details or priorities evolve.
• Poise and resourcefulness in fast-paced, client-facing, and event-day environments.
• Proficiency in Microsoft Office required; experience with event-registration platforms, CRM systems, project-management tools, Adobe Creative Cloud, Microsoft Dynamics, or ClickDimensions is a plus.
• Ability to travel domestically and support occasional early-morning, evening, or weekend events.
• Experience in the A/E/C industry, corporate events, award programs, tradeshows, sponsorships, or branded merchandise is a plus but not required.

Pay

In accordance with Virginia Senate Bill 215 (SB 215), the base salary range for this position is: $67,000.00 - $87,000.00. Compensation in other cities and states may vary.

Benefits

HITT Contracting offers a competitive total benefits and compensation package including performance-based bonuses, premium health care coverage including vision and dental, employer-matched 401(k), wellness reimbursement program, paid holidays and time-off, and other voluntary benefits and leave types.