Meeting Planner- Federal Contractor

4 weeks ago

North Bethesda, United States Synergy Enterprises, Inc. Full time

Job Summary: Synergy Enterprises, Inc., a minority and woman-owned government contractor located in North Bethesda, MD, currently has an opportunity for a full-time employee as a Meeting Planner. The selected candidate will support contracts with the Department of Education, providing administrative and logistical support for up to 100 in-person and virtual events/webinars annually.


Primary Responsibilities:

• Provide logistical support for live and virtual trainings, Webinars, virtual meetings, including schedule/calendar management, shipping support, technical support, and note-taking.

• Manage the schedule/calendar for various in-person and virtual training events throughout the year.

• Coordinate details for both in-person and virtual events, including event scheduling, set-up, coordination of supply shipment, and completion of post event reports.

• Provide onsite support for both in-person and virtual trainings and conferences held across the country and its territories.

• Offer support to the Training Manager with making and confirming travel arrangements for internal staff, high-level executives and experts.

• Offer support to the Training Manager to perform hotel searches for meeting space and/or sleeping rooms for in-person meetings.

• Work with training site hosts to prepare room set-up, A/V equipment, and other arrangements.

• Prepare logistical and confirmation letters for clients, attendees, speakers/VIPs, and vendors.

• Manage the entry of data into training database and website calendar database.

• Correspond with clients and attendees via phone, email, fax, Federal Express, and U.S. Mail.

• Arrange, facilitate, and otherwise support conference calls and virtual events, using various platforms: Zoom Meetings/Webinars, WebEx, and CVENT.

• Work with IT and Graphic staff to develop training marketing flyers for hosted events and/or online registration.

• Be available to work as necessary throughout the standard workweek and occasionally on weekends as well.


Qualifications:

• Minimum of 2 years meeting planning and administrative support experience (preferably with a government contractor).

• Bachelor’s degree preferred.

• Proficiency in Microsoft Office applications, and virtual meeting applications.

• Attention to detail and excellent organization skills (oral, written, and electronic).

• A high customer service orientation and ability to remain calm under pressure.

Other job requirements:

• The position requires the ability to travel, including overnight (approximately 20% of time, depending upon need).

Physical demands and work environment:

• Physical demands: While performing duties of job, employee is occasionally required to stand; walk; sit; use hands to handle objects and documents; reach with hands and arms; talk and hear. Employee may occasionally lift and/or move up to 30 pounds. Specific vision abilities required by the job include close vision. Employee may use office equipment such as telephone, computer, computer software, calculator, printer, copier, and facsimile.

• Work environment: Employees are not substantially exposed to adverse environmental conditions. The noise level in the work environment is usually moderate.




The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities and skills required of employees so classified.

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