Meeting/Conference Planner

2 months ago

Chantilly, United States SaxmanOne ( A Cape Fox Company ) Full time

Cape Fox Shared Services and Saxman One is seeking a Meeting/Conference planner to join our team supporting the Department of State and various contracts.

Essential Functions and Responsibilities

Program Administration

  • Understand government rules and regulations with regard to meetings.
  • Understand security rules and regulations with regard to meetings.
  • Work well under pressure, prioritizing tasks.
  • Demonstrate good public presence and the ability to interact with many types of people at different levels
  • Support fellow staff members.
  • Work with and support other contractors as needed

Budget and Financial Analysis

  • Track own labor hours and meeting ODC’s to stay within budget.
  • Calculate fees and monitor costs to ensure that meetings stay on budget.
  • Complete all related travel expense reports within 10 days of completion.
  • Complete all necessary purchase orders in a timely manner.

Meeting Coordination

  • Meet with client to determine specifications
  • Coordinate multiple meetings simultaneously
  • Locate meeting facility, conduct site visits where necessary, and negotiate contracts with facilities and vendors.
  • Assist with technical agenda development
  • Coordinate with facility to ensure complete and accurate execution
  • Coordinate with vendors to ensure specifications and requirements are met.
  • Provide pro-active on-site meeting support, travel as required to facilitate client meetings
  • Maintain excellent A/V skills required for coordination of on-site A/V set-up
  • Assist with speaker presentations and problem solving software and hardware difficulties
  • Understand and problem solve internal A/V equipment

Administrative Services

  • Travel coordination
  • Compose and prepare correspondence
  • Make travel arrangements for attendees as necessary.
  • Create and administer meeting database
  • Coordinate to create and design websites for meeting registration
  • Coordinate to create and print professional-quality meeting materials in a timely and cost effective manner
  • Collect presentations and distribute if required in a timely manner
  • Complete monthly status reports in a timely manner
  • Complete and sign timesheet in a timely manner
  • Other duties as assigned and special projects
  • Other duties as assigned by supervisor


Education/Experience

  • Bachelor degree preferred
  • 3+ years previous meeting/event support (Government experience preferred)
  • CMP or CGMP certifications preferred
  • Ability to receive and maintain a government issued security clearance
  • Strong written and oral communication skills, organizational skills, and attention to detail.
  • Self-motivated with minimal oversight
  • Computer skills including Microsoft Word, Excel, PowerPoint, and Outlook

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