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Event Coordination Specialist

2 months ago

Arlington, Virginia, United States National Defense Industrial Association Full time
Job Overview

Salary: Competitive

POSITION SUMMARY

The National Defense Industrial Association seeks a skilled meeting planner to oversee all facets of designated meetings, conferences, and events, adhering to the directives set forth by the Director.

Key Responsibilities

  • Conduct site selection and collaborate with venues on logistics, speaker arrangements, and on-site management.
  • Engage in site inspections and participate in negotiations for venue space, services, and catering to support the meetings.
  • Manage event promotion, including mass email campaigns, call-for-papers, meeting brochures, agendas, marketing materials, conference proceedings, and website updates.
  • Ensure exceptional customer service, oversee registration and management of displays/exhibits, handle sponsorship sales and fulfillment, and manage post-event administrative and financial tasks.
  • Work closely with the exhibits team manager for events supported by the Exhibits Department.
  • Handle pre-event tasks such as generating attendance data, creating name badges, maintaining rosters, and preparing financial reports; coordinate with vendors, hotels, speakers, exhibitors, committees, divisions, and client points of contact on logistics.
  • Execute on-site management of events, including registration, customer service, food and beverage delivery, audio-visual services, security, transportation, sponsorship fulfillment, and exhibit delivery, while liaising between divisions/clients and venue staff.
  • Perform financial responsibilities, including developing detailed budgets for meetings, monitoring budget execution, participating in monthly budget reviews, processing refunds, and conducting other post-event financial actions.

QUALIFICATIONS, KNOWLEDGE, AND SKILLS REQUIRED

  • Associate degree or equivalent education; Bachelor's degree preferred.
  • A minimum of 2 years of experience in a related role within the event, conference, or meeting planning sector.
  • Demonstrated ability to exercise sound judgment in diverse situations, coupled with strong written and verbal communication, administrative, and organizational skills.
  • Proven ability to manage multiple tasks and collaborate effectively with all levels of staff within the organization.
  • Capacity to work independently on projects from inception to completion, and to operate under pressure while managing a variety of activities and confidential matters with discretion.

ADA SPECIFICATIONS

This position is primarily based in an office environment with regular travel required for setup and facilitation of meetings and special events, including potential overnight travel and occasional overtime. The role may also involve some physical activities such as bending and lifting.

The statements above are intended to outline the general nature and level of work performed by individuals in this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.