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Senior Meeting and Event Planner

4 months ago

Arlington, United States Strategic Analysis Full time

Strategic Analysis, Inc. (SA) is an industry-leading government professional services firm headquartered in Arlington, Virginia. Founded in 1986, SA employs approximately 200 professionals who provide scientific, technical, and programmatic support to our national defense government clients. We care about our employees, understand the importance of work-life balance, and provide the flexibility to excel in your job and your life. SA's Conference Services Division has an amazing team of 15 professional government meeting and event planners and five conference facility coordinators. Our planners work both independently and as part of a team. Independently, we are lead planners for our meetings, managing all details from start to finish. As a team, we work together closely on large conferences and events, allowing each planner's expertise to shine in areas such as event design, registration, production, expos, signage, and more. Our government clients are primarily in the Department of Defense scientific research and development field and the work we do is genuinely impactful and rewarding. We take pride in expertly knowing government rules and planning professional, high-quality meetings and events within the parameters of these rules. If you love meeting and event planning, love to embrace the challenge of exceeding your client's expectations and want to contribute your expertise to this awesome team of fun, dedicated planners, then keep reading WHAT YOU WILL BE DOING: As a Senior Meeting & Event Planner, you will support event logistics for large events held at the Pentagon and other locations. You may either be the lead or in a key supporting role for event logistics, depending on the assignment. These annual, multi-day events are comprised of over 100 exhibits and demonstrations and attended by over 3,000 participants. You will coordinate and manage event logistics, permitting, budgeting, exhibitor logistics, registration, signage and event materials, security, and on-site event support. You will collaborate with a government event committee made up of Joint Service Area Leads and lead our small but mighty team of event planners to success in executing these events. Your expertise in areas such as logistics, exhibits, registration, and other specializations will be highly valued. Excellent communication and organizational skills are a must. During downtime in between large events, you will independently coordinate a variety of meetings and conferences, ranging in size from 50 - 500 attendees as well as support fellow event planners on their projects. Day to day tasks may include: Participate in planning meetings with government clients and/or internal planning team. Research meeting and event facilities and conduct site visits when necessary. Negotiate contracts with hotels, venues, and vendors. Develop and manage event and registration fee budgets. Develop and manage event planning timelines, master schedules, load-in/load-out schedules, and event staffing schedules. Create online exhibitor information packages. Create and manage online registration websites and event apps. Create comprehensive event signage plans. Coordinate catering and banquet event orders. Coordinate with various security departments on participant and vendor venue access, to include non-U.S. persons. Create risk mitigation and safety operations plans. Coordinate with our graphics team on design and production of event materials. Print badges and other meeting materials. Setup and execute webinars and virtual/hybrid events. Travel as required for site visits and on-site meeting and event support. Develop and lead support staff orientation presentations. Provide on-site support, lead event team, and manage vendors. Reconcile expenses and pay bills. Perform general clerical duties including ordering event supplies, submitting expense reports, photocopying, scanning, mailing, and filing. WHAT YOU WILL BRING: Bachelor's degree and 10+ years of meeting/event coordinating experience. Experience in planning government meetings, conferences or events ranging in size from 50 to 3,000 attendees. Excellent communication and collaboration skills. Leadership skills and ability to self-motivate. Experience managing registration for large events to include building a registration website and reporting structure. Demonstrated expertise in Microsoft 365 applications (Word, Excel, PowerPoint, Teams) and online registration software. Overall technical savvy and comfort working with new systems. Demonstrated experience in hosting webinars and virtual events. Familiarity with basic audio/visual equipment and ability to troubleshoot. Superb organizational skills, attention to detail, and ability to efficiently multi-task. Ability to work independently on multiple projects simultaneously and under deadlines. Experience interacting with high-level government officials and clients. Excellent interpersonal and customer service skills. Flexibility and ability to function equally well in a support role or in lead role when working with colleagues on projects. Eligibility for or current possession of a U.S. government security clearance. Willingness to travel. Preferred, but not required: Certified Government Meeting Professional or Certified Meeting Professional designations. Experience in tradeshow/exhibit hall management, to include working with general service contractors, shipping companies, and exhibitors. Experience with event registration platforms. Experience with webinar platforms. Understanding of classified meeting protocol. This team seeks the right person to fit its work ethic as the days can be long and demands can be great, but the work is fulfilling SA has work available at lower than full-time levels with the opportunity for more work contingent on both performance of the planner and increased projects for our Conference Services team. SA seeks to create a positive, flexible partnership by offering modified full-time work to the right person right now. Planners may work remotely but will be expected to attend planning meetings in person or work from the office when the client requests. The planner must be able to work on site during meeting and event execution. Benefits are offered on a pro-rated basis for hourly employees. SA is an equal opportunity/Affirmative Action Plan employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship makes hiring decisions based solely on qualifications, merit, and business needs at the time.