Events Assistant

Description

Hudson Institute seeks an events assistant to support the planning and execution of Hudson’s events, seminars, and other high-level meetings. This role works closely with Hudson’s manager of public programming and other members of Hudson’s external affairs team—as well as colleagues throughout the organization—to coordinate event logistics, communication, and production. Ideal candidates are highly organized, detail-oriented, and interested in public policy and event management. This is a full-time position based in Hudson’s Washington, DC office.

About Hudson Institute

Hudson Institute is a research-focused public policy think tank headquartered in Washington, DC, dedicated to promoting American leadership for a secure, free, and prosperous future. For more than half a century, Hudson Institute has been challenging conventional thinking by developing new ideas and practical solutions to shape critical foreign and domestic policy decisions.

Responsibilities

• Supports the planning and execution of all Hudson Institute events to include panel discussions, conferences, seminars, roundtable discussions, receptions, dinners, and other meetings.
• Coordinates invitations, RSVP tracking, and guest communications across email and web platforms.
• Drafts and formats event materials, including invitations, run-of-show documents, speaker bios, and briefing packets.
• Maintains and updates event webpages, ensuring accuracy of pre- and post-event content.
• Provides on-site event support, including room setup, registration, guest check-in, and troubleshooting during events.
• Coordinates with interns and staff to support event execution.
• Supports social media promotion of events in coordination with External Affairs colleagues.
• Assists in drafting and formatting public email invitations and newsletters.
• Helps maintain and update contact databases and subject-specific email lists.
• Serves as a backup photographer for events, capturing high-quality images for digital, social media, and archival use.
• Supports digital promotion of events.

Requirements

• Commitment to Hudson Institute’s mission and supporting the work of the Institute’s scholars and staff.
• Exceptional organizational skills and attention to detail.
• Excellent interpersonal, written, and oral communication skills.
• Technologically savvy and willingness to learn Hudson’s A/V operations.
• Graphic design experience (Adobe suite, Canva).
• Excellent team player.
• Demonstrated ability to handle complex and simultaneous tasks and assignments.
• Commitment to acting with integrity and the utmost professionalism.