Senior Conference Services Specialist

3 weeks ago

Bethesda, United States National Capitol Contracting LLC Full time
Job DescriptionJob Description

Position Summary

This position is on-site in Bethesda, MD.

National Capitol Contracting (NCC) is seeking an energetic, exceptionally organized Senior Conference Services Specialist to join our dynamic team of professionals on a full-time basis to support the NIH, the nation’s premier medical research and training institution..

The Senior Conference Service Specialist primary responsibilities include ensuring the smooth planning and execution of conferences and events at the NIH. The candidate will work closely with highly esteemed clients within the Scientific/Research Community, along with event planners, and the internal events management team to coordinate all aspects of the conference, including logistics, audio visual setup, attendee accommodations, and using the agencies resource management system ScheduALL. Your attention to details, strong organizational skills, and ability to multitask will be essential in delivering high quality conference experiences.

NCC will, over the next five years, raise the bar on how the National Institutes conducts events, broadcasts important information, and shares research with a global community. This is an opportunity to grow, make a difference, and significantly advance your career, your impact, and your capabilities.

Key Areas of Responsibility
  • Planning and organizing conferences: this involves coordinating all aspects of conference planning including:
    • Selecting the venue, managing client’s budget, arranging logistics, and coordinating with vendors while using the agencies various resource management tools which includes booking in the ScheduALL application.
  • Responsible for other client needs including but not limited to:
    • Rental equipment, supplemental services, multimedia services, campus security, parking and transportation, and special services.
  • Manage events ranging in size from 8 to well over 1000 attendees.
  • Client relationship management: building and maintaining strong relationships with the clients is essential. Understanding their needs, provide exceptional customer service, and ensure their satisfaction throughout the conference planning and execution process.
  • Team management: working with the Director of Operations and the PMO office to ensure effective communication while delegating and coordinating amongst team members and across various support groups when needed in for the betterment of the event.
  • Event coordination and execution: ensuring smooth execution of conferences events by coordinating with various stakeholders, managing events timelines, overseeing set up and tear down, and troubleshooting any issues that arise during the event.
  • Technology and audio-visual support: coordinating audio visual requirements, technology setup, and troubleshooting technical issues during conferences with the various Audio Visual, Multimedia, and Event Support Services teams.
  • Quality control and evaluation: Conducting post conference evaluations to assess client satisfaction, identify areas for improvement, and implement changes for future conferences.
  • Keeping up with industry trends: staying informed about the latest trends, innovations, and best practices in conference services to provide a competitive edge and enhance the overall conference experience.
  • Risk management: identifying potential risk and developing contingency plans to mitigate any disruptions or unforeseen circumstances during conferences.
  • Collaborating with the events management department for proper execution of workflows.
  • Collaborate with clients to understand their event objectives, vision, and requirements, and provide expert guidance throughout the planning process.
  • Conduct post-event evaluations and analysis to identify areas for improvement and implement changes for future events.
Minimum Requirements
  • 6+ years of event planning experience,
  • Proficiency in event management software and Microsoft Office Suite (Outlook, Teams, Word, Excel, Visual One, Resource management systems).
  • Exhibits excellent written and oral communications, interpersonal skills, and planning.
  • Ability to work with outside vendors to ensure customer satisfaction for all events.
  • Comfortable with site inspections and client presentations.
  • Strong network of industry contacts and vendors.
  • Exceptionally organized with the ability to multitask and prioritize effectively in a fast-paced environment.
  • Outstanding communication and negotiation abilities.

Preferred Qualifications

  • Certificate in Events Management.
  • Bachelor's Degree in Hospitality Management, Marketing, or related field.
  • Public Trust Clearance.

Special Position Requirements

Schedule: Monday to Friday, 8:30am-6pm EST. May include evening and weekend event support as well.

Physical Demands: Event support may require standing for long periods of time.This is a full-time position. NCC offers a competitive compensation packages: salary is commensurate with experience. Benefits include medical, dental, flexible spending, three weeks accrued Paid Time Off (PTO), paid federal holidays, and 401(k) with company match.NCC is an Equal Opportunity Employer (Minority/Female/Disabled/Veteran).


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