Conference Services Event Planner

3 weeks ago

Bethesda, United States National Capitol Contracting LLC Full time

**Position Summary**

**This position is on-site in Bethesda, MD.**

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, 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:

- Capturing the vision for an event and helping NIH’s scientific centers to select an appropriate venue on campus, understand the run of show, discuss required elements such as 508 compliance, security needs, and other logistics.
- Responsible for helping to coordinate client needs including but not limited to:

- Rental equipment, supplemental services, on-site operations, multimedia services, campus security, parking, and transportation, ultimately working to guarantee a seamless and enjoyable experience for all attendees.
- 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 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: Review post conference feedback to assess client satisfaction, identify areas for improvement, and implement changes for future conferences.
- 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.
- Ability to obtain and maintain Public Trust Clearance (You will need to pass a criminal background check and credit check).
- 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, Event Planning, 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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