Deputy Events Director

Independent Contractors

Organization: Republican Attorneys General Association (RAGA)

Location: Washington, D.C.

Full-time, in-office: 8:30 – 6:30 p.m. Eastern.

Position Summary

The Deputy Events Director is responsible for supporting the planning, coordination, and execution of organizational events from initial concept through post-event reconciliation.

This role serves as the central point of contact for event logistics and administrative coordination, ensuring that all event details are managed efficiently and executed to a high standard. The Deputy Events Director works closely with internal teams, vendors, venues, and stakeholders to deliver seamless event experiences while maintaining budgetary and organizational expectations.

This position requires exceptional organizational skills, attention to detail, strong communication abilities, and the capacity to manage multiple projects simultaneously in a fast-paced environment.

Location
:
Washington, DC, including monthly travel and additional travel as needed/requested.

Schedule: Full-time; standard working hours are 8:30 a.m. – 6:30 p.m. Eastern Time. Due to the nature of the role, flexibility is required, including the ability and willingness to work additional and extended hours, evenings, and weekends as necessary to support events and organizational needs.

Reporting Structure

• Reports To:
  
  Director of Events
• Works Closely With:
• Executive Director
• Finance Director
• Communications Team
• Policy and Political Teams
• Independent Contractors
• External vendors, venues, and service providers
• Supervisory Responsibilities:
  
  Events Coordinator; and may provide oversight and direction to temporary staff, interns, volunteers, or event contractors during event execution.

Key Responsibilities

Event Planning & Coordination

• Coordinate all logistical aspects of organizational events, including meetings, conferences, retreats, receptions, fundraisers, and special events.
• Develop and maintain detailed event timelines, project plans, and task trackers to ensure all deadlines are met.
• Assist in the development of event agendas, run-of-show documents, and briefing materials.
• Coordinate venue selection processes, site visits, and venue communications.
• Support room setup planning, audiovisual requirements, signage needs, and event flow management.

Vendor & Contract Management

• Research, solicit, and coordinate with vendors including hotels, caterers, transportation providers, audiovisual companies, decorators, and other event-related service providers.
• Facilitate the collection of proposals and pricing for review and approval.
• Ensure contracts and agreements are routed through the appropriate internal approval processes prior to execution.
• Monitor vendor deliverables to ensure contractual obligations are fulfilled.

Budget Administration

• Assist with event budget preparation and expense tracking.
• Monitor event expenditures to ensure alignment with approved budgets.
• Collect invoices, reconcile expenses, and coordinate payment processing with the Finance team.
• Prepare post-event financial summaries and reports as requested.

Registration & Attendee Management

• Manage event registration processes and attendee databases.
• Coordinate guest communications, confirmations, and informational materials.
• Maintain accurate attendee records and tracking reports.
• Assist with VIP and speaker coordination, including special accommodations and scheduling needs.

Travel & Logistics

• Coordinate travel arrangements and transportation logistics for staff, speakers, VIPs, and attendees as directed.
• Manage hotel room blocks and lodging coordination.
• Develop and distribute event logistics documents, including itineraries and travel schedules.

On-Site Event Execution

• Serve as a primary point of contact during events to ensure smooth operations.
• Coordinate vendor load-in/load-out schedules and oversee event setup and breakdown.
• Troubleshoot issues in real time and implement solutions to maintain a positive attendee experience.
• Support executive leadership and VIPs during event activities as needed.

Administrative Support

• Maintain event records, templates, and standard operating procedures.
• Conduct post-event…