Event Coordination Specialist

2 weeks ago

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

Salary: Competitive

POSITION SUMMARY

The National Defense Industrial Association seeks a dedicated 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, ensuring effective coordination with venues regarding logistics, speakers, and on-site management.
  • Engage in site visits and participate in negotiations with venues for space, services, and catering to facilitate successful meetings.
  • Manage event promotion, which includes mass email communications, call-for-papers, meeting brochures, agendas, marketing materials, and website management.
  • Oversee customer service, registration management, sponsorship sales, post-event administrative tasks, and logistics to guarantee event success.
  • Collaborate with the exhibits team to ensure seamless support for events.
  • Handle pre-event tasks such as generating attendance data, name badges, rosters, and financial reports, while coordinating with vendors, hotels, speakers, and exhibitors.
  • Execute on-site management for events, ensuring smooth registration, customer service, food and beverage delivery, audiovisual services, security, and transportation.
  • Perform financial duties, including budget development for meetings, monitoring budget execution, processing refunds, and conducting post-event financial actions.

QUALIFICATIONS, KNOWLEDGE, AND SKILLS REQUIRED

  • Associate degree or equivalent education; Bachelor's degree preferred.
  • A minimum of 2 years' experience in a similar role within the event planning industry.
  • Strong judgment skills, with excellent written and verbal communication abilities.
  • Proven ability to manage multiple tasks and collaborate effectively with all organizational levels.
  • Capacity to work independently on projects from inception to completion, managing diverse activities and confidential matters with discretion.

ADA SPECIFICATIONS

This position is primarily based in an office environment, with regular travel required for event setup and facilitation, including overnight stays and occasional overtime. The role may involve some physical demands such as bending and lifting.

The above statements are intended to outline the general nature and level of work performed by individuals in this position. They are not exhaustive of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties as necessary.

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