The Wounded Warrior Project (WWP) Senior Government & Community Relations Event Planning Specialist leads the end-to-end planning and execution of strategic conferences, corporate meetings, and high-profile events for the Government and Community Relations (GCR) team. Reporting to the Vice President of GCR, this role ensures events reflect WWP's mission, values, and strategic goals, while maximizing donor impact through cost-effective logistics, financial stewardship, and exceptional on-site coordination. The Senior Specialist coordinates multiple concurrent events, facilitates vendor and cross-department collaboration, and ensures seamless stakeholder engagement, fundraising efforts, and public awareness.
DUTIES & 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.
KNOWLEDGE, SKILLS, & ABILITIES- Expert knowledge of event management, with a demonstrated ability to lead complex, high-profile events from planning through execution.
- Strong project management skills, including the ability to manage multiple priorities, meet deadlines under pressure, and adapt to fast-paced, dynamic environments.
- Excellent organizational and time management skills, with demonstrated flexibility to adjust to shifting priorities and make effective independent decisions in alignment with WWP core values.
- Strong collaboration skills, with the ability to build productive relationships across diverse internal teams, leadership, and external vendors.
- Deep understanding of key stakeholders, including the military and veteran community, WWP warriors, donors, strategic partners, and elected officials who influence WWP's mission.
- Exceptional interpersonal skills, with high emotional intelligence and the ability to handle sensitive matters with diplomacy and empathy.
- Strong written and verbal communication skills, with the ability to facilitate both in-person and virtual events, communicate effectively with senior leaders and stakeholders, and negotiate favorable vendor terms to maximize donor impact.
- Professional presence and ability to represent WWP's mission and values at major events, conferences, and stakeholder engagements.
- Strong attention to detail, ensuring accuracy and quality across all event deliverables.
- Proficiency in Microsoft Office and other relevant IT tools to support efficient event planning and execution.
- Demonstrated ability to collaborate with and support GCR teammates involved in event planning.
- Unequivocal commitment to the highest standards of personal and business ethics and conduct.
- Mission-driven, guided by core values, and a pleasure to work with.
EXPERIENCERequirements- 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.
Preferences- Seven years of experience in event planning and management, with a focus on large-scale events.
- Five years of experience with event registration and management software (e.g., Cvent, Salesforce, SurveyMonkey).
- Experience in the non-profit sector.
EDUCATIONRequirements- 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.
PreferencesCERTIFICATIONS & LICENSURERequirements- Ability to obtain ASIST Certification within 1 year of hire.
Preferences- Certified Meeting Professional (CMP) Certification.
- Project Management Professional (PMP) Certification.
- Government or Military Protocol Training or equivalent civilian sector training in protocol, ceremonial events, or VIP engagement.
- ASIST Certification.
WORK ENVIRONMENT/PHYSICAL DEMANDS- General office environment; temperature controlled.
- May require lifting/carrying items up to 20 pounds.
- Up to 10% travel.
We recognize the success of our mission depends on the efforts of our passionate, hard-working teammates. To help teammates remain focused on the warriors and families we serve, WWP offers a comprehensive benefits package that includes; Medical/Prescription drug, Dental, Vision, Life/AD&D, Short-term Disability, Long-term Disability, and an Employee Assistance Program. WWP also offers a 401(k)-retirement plan, a competitive PTO package, Sick Leave, Family Care Leave, Paid Holidays, Birthday Holiday, Education Assistance, Teammate Wellness Program, and Bereavement Leave.
For Washington, D.C. Applicants: The estimated hiring range for this position is between $78,489 - 98,112 annual base salary, subject to a candidate's combination of experience, qualifications, and credentials. This position may also be eligible for an annual performance incentive.
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