Government Meeting Planner/Workshop Coordinator

2 weeks ago

Bethesda, United States ECS Federal Full time

ECS is seeking a Government Meeting Planner/Workshop Coordinator to work in our Bethesda, MD office. Job Description: ECS is currently seeking a Workshop Coordinator who will be responsible for handling the logistics planning and execution of NHLBI workshops. Due to Covid-19, this role is currently remote. As the designated person for this role, you will have a diverse range of tasks to manage. You will oversee customer relationships, coordinate logistics meetings, and manage communications. You will also be responsible for executing registrations and invitations, processing foreign national attendees, and ensuring well-coordinated virtual and on-site logistics. Additionally, you will manage attendee needs, provide detailed event reports, maintain records, and ensure all graphic Design adheres to established standards. This position requires high attention to detail, excellent communication skills, and the ability to work collaboratively with other team members. As a Workshop Coordinator, you will facilitate the assigned workshop by coordinating the event lifecycle from concept to completion based on customer requirements and expectations identified by the Workshop Manager. Responsibilities include, but are not limited to: * Customer management and holding logistics meetings * Communicating with the customer routinely on registration updates * Registration/Invitation Execution and Management * Processing Foreign Nationals (NIH In-Person events) * Constructing and executing email invitations * Sending out final reminders to all registrants with Info packet * Providing virtual reminders to all registrants with an info packet * Setting up a Virtual platform in coordination with assigned A/V tech * Coordinating room set-up, transportation, photographers, reasonable accommodations, and scheduled speakers * The development and updating of the Run of Show and Welcome Slides with housekeeping items (In-person and virtual) * On-site and virtual logistical support * Managing all event set-up, tear down, and follow-up processes, including registration table, pick up workshop badge, and welcome Folder (packet) * Conducting final inspections on the day of the event to ensure everything adheres to the client's standards * Attendee management and service coordination * Providing a report of notes taken during events * Archiving records according to NIH specifications (Virtual and hybrid events) * Collecting participant satisfaction feedback forms * Facilitating customer debriefing and providing satisfaction metrics * Collecting lessons learned team debrief * Graphic Design and 508 compliance Required Skills: * 3+ years of experience as an event coordinator, especially with virtual events * Bachelor's degree in Communications, Marketing, Hospitality Management or Public Relations * Understanding of virtual event platforms (Such as Zoom, WebEx, MS Teams) * Graphic design experience * Well-organized with excellent multi-tasking abilities * Outstanding vendor management skills * Strong communication and interpersonal skills Desired Skills: * Understanding of Federal protocols as they pertain to and align with events * Experience supporting federal, scientific events * Certified Government Meeting Planner (CGMP) or Meeting Planner (CMP) ECS is an equal opportunity employer and does not discriminate or allow discrimination on the basis of race, color, religion, gender, age, national origin, citizenship, disability, veteran status or any other classification protected by federal, state, or local law. ECS promotes affirmative action for minorities, women, disabled persons, and veterans. ECS is a leading mid-sized provider of technology services to the United States Federal Government. We are focused on people, values and purpose. Every day, our 3800+ employees focus on providing their technical talent to support the Federal Agencies and Departments of the US Government to serve, protect and defend the American People.

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