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Meeting/Conference Planner

2 months ago

Chantilly, United States Cape Fox Corporation Full time

Job Title:

Meeting/Conference Planner Job Description:

Cape Fox Shared Services and Saxman One is seeking a Meeting/Conference planner to join our team supporting the Department of Justice (DOJ) and various contracts.

Essential Functions and Responsibilities:

Program Administration Understand government rules and regulations with regard to meetings. Understand security rules and regulations with regard to meetings. Work well under pressure, prioritizing tasks. Demonstrate good public presence and the ability to interact with many types of people at different levels. Support fellow staff members. Work with and support other contractors as needed.

Budget and Financial Analysis Track own labor hours and meeting ODC’s to stay within budget. Calculate fees and monitor costs to ensure that meetings stay on budget. Complete all related travel expense reports within 10 days of completion. Complete all necessary purchase orders in a timely manner.

Meeting Coordination Meet with client to determine specifications. Locate meeting facility, conduct site visits where necessary, and negotiate contracts with facilities and vendors. Assist with technical agenda development. Coordinate with facility to ensure complete and accurate execution. Coordinate with vendors to ensure specifications and requirements are met. Provide pro-active on-site meeting support, travel as required to facilitate client meetings. Maintain excellent A/V skills required for coordination of on-site A/V set-up. Assist with speaker presentations and problem-solving software and hardware difficulties. Understand and problem solve internal A/V equipment.

Administrative Services Compose and prepare correspondence. Make travel arrangements for attendees as necessary. Create and administer meeting database. Coordinate to create and design websites for meeting registration. Coordinate to create and print professional-quality meeting materials in a timely and cost-effective manner. Collect presentations and distribute if required in a timely manner. Complete monthly status reports in a timely manner. Complete and sign timesheet in a timely manner. Other duties as assigned and special projects. Other duties as assigned by supervisor.

Travel Requirements:

10 - 25%

Salary Grade

Job Requirements: 3+ years previous meeting/event support (Government experience preferred). CMP or CGMP certifications preferred. Ability to receive and maintain a government-issued security clearance. Strong written and oral communication skills, organizational skills, and attention to detail. Self-motivated with minimal oversight. Computer skills including Microsoft Word, Excel, PowerPoint, and Outlook.

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