Meetings Planner

5 days ago

Washington, United States National Assoc of Counties Full time
Job DescriptionJob Description

The National Association of Counties (NACo), representing America’s 3,069 county governments with 40,000 elected officials, 3.6 million county employees, seeks a Meetings Planner. The meetings planner provides planning, logistical and administrative support for NACo’s conferences and events. This includes support for NACo’s two largest events – the Legislative and Annual Conferences – and a primary leadership or secondary support role for a series of up to 15 smaller events over the year. This position reports to the Director of Strategic Communications and Operations within NACo’s Counties Futures Lab.


Position Responsibilities and Activities:

Leadership of Grant-funded and Initiative-led Events

• Hosts 10-15 small-group events for up to 40 county officials

• Primary point of contact and lead planner for these events from ideation to close out, working closely with Counties Futures Lab operations team and content planners to ensure alignment with the educational goals and the budgets set forth in the grant agreements that fund these events

• Draft and finalize event communications, including invitations, promotional emails, registration directions and registrant information

• Develop speaker/participant tent cards, name tags, participant lists in coordination with the program managers or other lead staff

• Build promotion email lists with NACo content management system (D365)

• Promptly respond to oral and written requests for event information from participants and NACo staff

• Source and secure location and service bids from local providers (i.e., transportation, dinner/catering, hotel), provide recommendations to program managers

• Manage contracts and delivery of services related to on-site catering and transportation

• Manage shipping and on-site freight distribution

• Travel domestically to support in-person events approximately 8 times per year, as public health and safety precautions allow

• Add event registrations to D365 (NACo Membership database and registration platform) and internal NACo Events calendar

• Maintain and update relevant calendars and tracking matrices of events across NACo

• Supporting scheduling, planning and on-site day-of logistics for events held in the NACo-NLC Conference Center

• Work closely with Finance and Conference teams to secure contracts and process payments in a timely manner

• Complete purchase orders associated with the payment of relevant conference invoices and monitor expenses associated with purchases

• Track and process participant reimbursements

• Create invoices and process honoraria and speaker fees

• Work with Finance to draft final invoices for services rendered, code appropriately and close out any remaining event details

• Maintain files and conference supply inventories

Responsibilities at NACo’s Major Conferences

The meetings planner’s responsibilities related to these major conferences include:

• Manage requirements of the Counties Futures Lab related to these major conferences, including meeting requirements, food and beverage, AV, and more.

• Managing other logistical items related to the production of the conferences, to be assigned based on interest and need.

• Joining the conferences team for at least one site visit prior to each conference.

• Participate in conference planning teams as a liaison to the Counties Futures Lab.

• Other duties as assigned

Knowledge, Skills, and Abilities:

• Bachelor's degree preferred, but not required

• Demonstrated experience in managing aspects of association or not-for-profit meetings coordination and management

• Minimum 3 years of meeting planning and/or operations/logistics experience

• Strong leadership skills and customer service orientation

• Experience interacting with elected officials or working in a political environment a plus

• Proficiency with Microsoft office suite, proficiency with Microsoft Teams a plus but not required

• Experience coding invoices and/or reimbursement forms a plus

• Ability to meet deadlines and manage multiple events at different stages of planning

• Highly self-motivated and ability to work well in a team environment

• Strong written and oral communication skills

• Exceptional attention to detail

• Exceptional Organizational Skills


Application Procedures:

Persons interested in this position should submit a resume with cover letter and salary requirements to: resumes@naco.org

Why Work a NACo:

Our vision is healthy, safe and vibrant counties across America. Counties play an integral part of the intergovernmental responsibilities. We are guided by the belief that stronger counties result in a stronger America. Join us as we advance excellence in public service to help people and places thrive.

NACo is committed to creating a diverse environment and is proud to be an equal opportunity employer. Our jobs are open to all applications regardless of race, color, sex, gender, sexual orientation, age, religion, national origin, marital status, pregnancy, disability, military status, or any other basis prohibited by federal, state, or local law.

Employees of NACo enjoy a fun and challenging environment with a wide range of competitive benefits. Benefits include comprehensive medical, vision and dental insurance; generous paid leave and federal holidays; transportation subsidy; tuition assistance; 401(k) match, pension plans, group life insurance, voluntary payroll deductions for pet insurance, and credit union membership pet insurance, credit union membership and short/long term disability coverage including applicable parental leave and Public Service Loan Forgiveness Program.

We are passionate about advancing excellence in public service to help people and places thrive across America. We embrace and respect our diversity of experience, heritage, and thought and strive to cultivate an equitable workplace. We pursue our mission through a ONE NACo mindset of genuine care, empathy and respect for each other, our partners and our members.

Join us as we advance excellence in public service to help our local communities thrive


  • Meeting Planner

    3 weeks ago

    Washington, United States USB Outsourcing Full time

    **General Description** The **Meeting Planner **is responsible for the management and timely execution of contract deliverables for the planning of meetings and events ranging in size from 25 to 350 participants. Contract deliverables include development of Cvent registration sites, budget development, weekly and monthly reports, financial tracking and...

  • Meeting Planner

    1 month ago

    Washington, Washington, D.C., United States American Astronomical Society Full time

    Meeting Planner Position Overview: The American Astronomical Society (AAS) is looking for a Meeting Planner to plan AAS's in-person, hybrid and virtual meetings and conventions. The Meeting Planner manages all aspects of the AAS Division Meetings. They will be knowledgeable in all aspects of hotel contracts, meetings & events specifications, food and...

  • Senior Meeting Planner

    1 month ago

    Washington, United States Randstad Sourceright Full time

    Senior Meeting Planner - Possible Temp to Hire - Will Travel Will be based in Washington DC or New York, NYSenior Meeting PlannerThe Senior Meeting Planner is the liaison between company Committee Liaison and committee members and is primarily responsible for providing meeting planning support for the Corporate Governance committee meetings and...

  • Meeting Planner

    4 weeks ago

    Washington, United States Feldesman Leifer Llp Full time

    General Description:Under the general guidance of the Director of Training & Events, the Meeting Planner will have an important role in a department producing 100-150 mainly virtual, with several hybrid eventsper year.Duties and Responsibilities:Event Management? Work closely with the Director on all events from initial design and pre-planning stages through...

  • Meeting Planner

    4 weeks ago

    Washington, United States Feldesman Leifer LLP Full time

    General Description:Under the general guidance of the Director of Training & Events, the Meeting Planner will have an important role in a department producing 100-150 mainly virtual, with several hybrid eventsper year.Duties and Responsibilities:Event Management● Work closely with the Director on all events from initial design and pre-planning stages...

  • Meeting Planner

    3 weeks ago

    Washington, United States Feldesman Leifer LLP Full time

    General Description:Under the general guidance of the Director of Training & Events, the Meeting Planner will have an important role in a department producing 100-150 mainly virtual, with several hybrid eventsper year.Duties and Responsibilities:Event Management● Work closely with the Director on all events from initial design and pre-planning stages...

  • Meeting/conference Planner

    1 week ago

    Washington, United States Cape Fox Shared Services Full time

    Cape Fox Shared Services and Saxman One is seeking a Meeting/Conference planner ready and willing to grow within the company, and to join our team supporting the Department of Justice (DOJ) and other contracts. Essential Functions and Responsibilities Program Administration - Understand government rules and regulations with regard to meetings. - Understand...

  • Meeting Coordinator Meeting Coordinator

    2 weeks ago

    Washington, United States Spa 23 Fitness and Lifestyle Full time

    American Astronomical Society Washington, DC (US - 20006) 7 DAYS AGO Full Time Meeting Planner Position Overview: The American Astronomical Society (AAS) is looking for a Meeting Coordinator to assist in coordinating AAS’s in-person, hybrid and virtual meetings and conventions. The Meeting Coordinator be knowledgeable in all aspects of hotel contracts,...

  • Executive Meeting Manager

    4 weeks ago

    Washington, United States THE MADISON HOTEL Full time

    The Executive Meeting Manager brings to bear their organizational and detailing skills to identify and implement profitable execution of all groups. Ensure that each group that the manager is responsible for meets or exceeds their revenue expectations based on their contracts. Active and positive contribution towards a high performance culture within the...

  • Meetings Coordinator/Logistics Specialist

    2 weeks ago

    Washington, United States Strategix Management LLC Full time

    Job DetailsJob Location : REMOTE WASHINGTON, DCPosition Type : Full TimeSalary Range : UndisclosedDescription Strategix Management LLCis seeking experienced candidates to fill the position of Meetings Coordinator/Logistics Specialist to support meetings on behalf of a Federal client. a team of meeting planners.Coordinate meeting planning support and website...

  • Meeting Coordinator

    4 weeks ago

    Washington, United States American Astronomical Society Full time

    Meeting Planner Position Overview: The American Astronomical Society (AAS) is looking for a Meeting Coordinator to assist in coordinating AAS’s in-person, hybrid and virtual meetings and conventions. The Meeting Coordinator be knowledgeable in all aspects of hotel contracts, meetings & events specifications, food and beverage, audiovisual requirements,...

  • Meeting and Travel Technician

    2 weeks ago

    Washington, United States AFSCME Full time

    Duties: Maintains and prepares simple to complex summary reports, schedules and statistical information using spreadsheet applications. Maintain housing information for all non-staff travel. Set up in-house meetings, include beverage setups, with the Administration department to include order food, obtain bids/sample menus from caterers; and provide...

  • Meeting and Travel Technician

    2 weeks ago

    Washington, Washington, D.C., United States AFSCME Full time

    Duties: Maintains and prepares simple to complex summary reports, schedules and statistical information using spreadsheet applications. Maintain housing information for all non-staff travel. Set up in-house meetings, include beverage setups, with the Administration department to include order food, obtain bids/sample menus from caterers; and provide room...

  • Strategic Planner

    1 week ago

    Washington, United States Lumark Technologies, Inc. Full time

    **Lumark Technologies, Inc**. is a rapidly growing small business providing professional services and consulting to Government and commercial clients. **Lumark **fosters a work environment built on process and technology that provides an effective method for meeting our clients’ needs. **Lumark** has an exciting opportunity for a **Strategic Planner **to...

  • Strategic Planner

    3 weeks ago

    Washington, United States Lumark Technologies, Inc. Full time

    Lumark Technologies, Inc. is a rapidly growing small business providing professional services and consulting to Government and commercial clients. Lumark fosters a work environment built on process and technology that provides an effective method for meeting our clients’ needs.Lumark has an exciting opportunity for a Strategic Planner to join our team...

  • Strategic Planner

    2 weeks ago

    Washington, United States Lumark Technologies, Inc. Full time

    Lumark Technologies, Inc. is a rapidly growing small business providing professional services and consulting to Government and commercial clients. Lumark fosters a work environment built on process and technology that provides an effective method for meeting our clients’ needs.Lumark has an exciting opportunity for a Strategic Planner to join our team...

  • Event Planner

    2 weeks ago

    Washington, United States Markit Full time

    Event Planner in US Remote - DC **Event Planner** OPIS, an IHS Markit Company is currently seeking an Events Planner to join our team. The Event Planner is responsible for overseeing the execution of industry leading live and virtual energy industry related events and training. By working closely with the marketing, editorial and other internal teams the...

  • Emergency Management Planner

    3 weeks ago

    Washington, United States OTHSolutions Full time

    OTHSolutions is seeking journeyman and senior emergency manager planners to support all-hazards deliberate as well as crisis action planning in all ten FEMA Regions and updates to national plans at FEMA Headquarters. We will assist both deliberate and crisis action planning teams in the development of plans or annexes utilizing FEMA's six-step planning...

  • Oss Planner

    4 weeks ago

    Washington, United States HOK Full time

    **HOK** is currently seeking an **On-Site Services Planner **to join our team at the client site in **Washington, D.C. **As an On-Site Services Planner, you will be responsible for providing, and/or supporting the production of comprehensive facility occupancy planning services and space planning deliverables that meet the client's business and real estate...

  • OSS Planner

    3 weeks ago

    Washington, United States HOK Full time

    HOK is currently seeking an On-Site Services Planner to join our team at the client site in Washington, D.C. As an On-Site Services Planner, you will be responsible for providing, and/or supporting the production of comprehensive facility occupancy planning services and space planning deliverables that meet the client's business and real estate needs. We...