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Senior Conference Services Event Planner

2 months ago

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

Position Summary

This position is ON-SITE in Bethesda, Maryland.

National Capitol Contracting is seeking a highly-skilled, experienced and exceptionally organized Senior Conference Services Event Planner to support the National Institutes of Health (NIH), the nation's premier medical research and training institution that supports global conversation that forwards human welfare. you will interface with World-renowned Scientists, Doctors, Dignitaries, highly esteemed politicians, and countless others within the Scientific/Research Community.

The ideal candidate will have a proven track record of successfully planning and executing high-profile events, demonstrating impeccable attention to detail, and the ability to handle high-pressure situations with professionalism and grace, as you interface with World-renowned Scientists, Doctors, Dignitaries, highly esteemed politicians, and countless others within the Scientific/Research Community.

In this position, you will be providing comprehensive support for the Bethesda campus and surrounding locales while providing guidance and expertise during the planning process to all stakeholders. This position involves communication at all levels of the NIH community, collaboration with internal and external teams, and participation in a culture of service, transparency, and stewardship. With our support, NIH will look to you for efficiency, assessment, planning, flawless execution, and world class customer service.

NCC will, over the next five years, raise the bar on how the National Institutes of Health 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 but not limited to:
    • Capturing the vision for an event and helping NIH’s scientific centers to select an appropriate venue on campus, understanding the run of show, discussing required elements such as 508 compliance, security needs, and other logistics.
    • Coordination of 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, providing exceptional customer service, and ensuring their satisfaction throughout the conference planning, execution and post conference process.
  • Team management: working with the PMO office and leadership teams to ensure effective communication while delegating and coordinating amongst service providers and across various support groups when needed for the success 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.
  • Quality control and evaluation: Conducting post conference evaluations to assess client satisfaction, identify areas for improvement, and implement changes for future conferences.

Minimum Requirements

  • Bachelor's Degree in Hospitality Management, Events Management, Communications Marketing, or related field.
  • 4+ years of event planning experience.
  • Ability to obtain and maintain a Public Trust clearance (Must be able to pass a criminal background investigation and credit check).
  • Proficiency in event management software and Microsoft Office Suite (Outlook, Teams, Word, Excel) & Resource Management Systems.
  • Excellent written and oral communications, interpersonal skills, and project planning skills.· Ability to work with outside vendors to ensure customer satisfaction for all events.
  • Comfortable with site inspections and client presentations.
  • Exceptionally organized with the ability to multitask and prioritize effectively in a fast-paced environment.

Preferred Qualifications

  • Certificate in Events Management.
  • CMP or CGMP Certification.

Special Position Requirements

Schedule: MONDAY - FRIDAY, 7:30AM - 6PM ET. May include evening and weekend event support as well. Must have the ability to work a flexible schedule based on customer's needs.

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).