Events Coordinator

About ClearPath, Inc
ClearPath’s mission is to accelerate American innovation to reduce global energy emissions. To advance that mission, we develop cutting-edge policy solutions on clean energy and industrial innovation. An entrepreneurial, strategic nonprofit, ClearPath collaborates with public and private sector stakeholders on innovations in nuclear energy, geothermal, hydropower, natural gas, energy storage, critical minerals, carbon capture, heavy industry, and agriculture to enable private-sector deployment of critical technologies. Started in 2014 by entrepreneur Jay Faison, ClearPath is a conservative energy advocacy organization that engages in the direct education of policymakers within Congress, the White House, Executive Agencies with energy and environmental jurisdiction, and regulators. 

ClearPath team members believe in small government, free markets, and American entrepreneurship. Those principles form the basis for how the team analyzes proposed energy, natural resources, and environmental policy.

ClearPath Values:

• Teamwork: We empower each other to accomplish our shared mission.
• Purpose: We believe the principles of limited government, free markets, and fiscal responsibility are essential to achieving our mission.
• Ownership: We empower teammates to visibly own and achieve goals.
• Adaptability: We are open to new, complex ideas and test our assumptions to lead change and advance our mission.
• Curiosity: We have a proactive desire to learn, grow, and improve ourselves, our ideas, and our mission in a thoughtful and focused way.
• Credibility: We agree that being trustworthy and believable is everything for building and maintaining influence.
  
  

Job Summary

ClearPath is seeking a highly organized and proactive Events Coordinator to be the day-to-day engine of its events program. This role provides hands-on logistical and project management support across a high-volume portfolio of external events and trips, including Congressional briefings, policy forums, dinners, domestic and international delegation travel, and stakeholder events.

The Events Coordinator reports to the Senior Events Manager and, working within established plans and processes, keeps every event on track, from workback plans and guest lists through on-site check-in and post-event reporting.

Job Description

Event Planning & Project Management

• Build and maintain event workback plans, timelines, checklists, and action-item trackers using the Senior Events Manager's master templates
• Track deadlines, deliverables, and executed contracts; follow up with internal stakeholders, vendors, and partners, and proactively flag potential issues or delays
• Track expenditures, invoices, deposits, and payment deadlines, and maintain the actuals that inform future budgets
• Draft logistics sections of the run of show, and provide input on staffing plans and security planning

Venues, Vendors & Travel Logistics

• Research venue options, support site visits and advance planning, and organize vendor proposals and quotes for the Senior Events Manager's review
• Serve as the internal day-to-day contact for venues, vendors, and service providers, and handle follow-through with production companies and co-host partners
• Manage hotel logistics, including room blocks, rooming lists, and pickup reporting
• Coordinate transportation, including with destination management companies, and logistics for domestic and international delegation trips

Guest Management & Communications

• Build and maintain guest lists and RSVP trackers, manage the registration platform and provide input on invitation targeting
• Draft and distribute invitations, working with the Creative team on design
• Manage guest communications (confirmations, reminders, logistics information), and prepare internal attendee lists and registration reports
• Support logistics for speakers and senior-level guests, including Members of Congress, Administration officials, and CEOs, and assemble pre-event briefing materials (bios, logistics, attendee information)
• Prepare name badges, place cards, and menu cards with attention to titles and protocol

Materials, Compliance & On-Site Execution

• Coordinate event materials and supplies, including signage, branded items, printed materials, swag, and shipping
• Support compliance with Congressional ethics guidelines, legal requirements, and risk mitigation practices
• Run event setup, registration and check-in, and day-of operations with support from Fellows and interns, serving as an on-site host who creates a welcoming, organized, and professional guest experience

Post-Event Support & Process Improvement

• Collect post-event data (attendance, feedback, invoices) and draft reports, attendee summaries, and metrics for the Senior Events Manager's approval
• Provide the data used to evaluate event impact against goals, and contribute to lessons learned
• Maintain complete and organized event files and historical records, including contracts, vendor information, and final documents
• Develop a working understanding of ClearPath's audiences and stakeholders
  
  

Capabilities

• Process Management – Take a systematic approach to making the organization's workflow more effective, efficient, and capable of adapting to an ever-changing environment.
• Quality Focus – Ensure that all work in one's own area of the business, throughout the organization, and by vendors, suppliers, etc. is performed with excellence and to high standards for quality and integrity.
• Information Seeking – Driven by an underlying curiosity and desire to know more about things, people, or issues.
• Planning and Priority Setting – Identify the priorities, processes, and practical actions that are necessary to achieve an objective or an idea.
• Communicating – Provide the information required by others in a concise, direct, and unambiguous way.
• Negotiating – Identify key bargaining points for all parties and work effectively toward win-win solutions.
• Organizational Savvy – Gather and accurately assess information related to the organization's formal and informal communication channels and power relationships.
  
  

Qualifications

• 3–5 years of experience in event planning, hospitality, project coordination, or a related field
• Bachelor's degree or equivalent combination of education and relevant experience
• Strong organizational and project management skills, with exceptional attention to detail and the ability to manage multiple projects and logistical workstreams at once
• Experience coordinating with venues, hotels, caterers, and vendors, including tracking invoices and payments
• Strong communication and collaboration skills
• Ability to work independently on assigned responsibilities while seeking guidance and escalating issues when appropriate
• Ability and willingness to travel domestically and internationally
• Flexibility to work non-traditional hours as required to support events
  
  

Preferred Qualifications

• Experience supporting events with VIP guests such as Members of Congress, senior government officials, or CEOs, and familiarity with Capitol Hill or similar policy-focused environments
• Experience with hotel room blocks, guest transportation, or group and international travel logistics
• Working knowledge of the Washington, DC venue market
  
  

Compensation + Benefits

• The salary range for this position is $70,000–$80,000, based on experience and qualifications.This position is also eligible for a performance-based bonus of up to 10% of annual base salary.
• Comprehensive medical, dental, vision, life, and disability insurance
• Retirement Benefit offering an employer matching contribution of employee contributions of $1 for $1 on the first 5% of pay you contribute
  
  

At ClearPath, we value a diverse and inclusive workforce. We believe our team is the key to making an impact and fulfilling our mission. ClearPath is an equal opportunity employer. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.