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Event Coordination Specialist

2 months ago

Washington, Washington, D.C., United States Crowned Grace, Inc Full time
Job Overview

Crowned Grace, Inc. is in search of an Event Coordination Specialist to enhance our team. This role involves orchestrating significant gatherings from initial planning to final execution. Utilizing best practices in event management, the specialist will adopt a strategic approach to oversee client-wide meetings and related processes, ensuring alignment with our organizational objectives.

Key Responsibilities:

  • Conducting site assessments for prospective events.
  • Assisting in the collection of data to support the evaluation and selection of venue options.
  • Overseeing accommodation arrangements and managing guest lists.
  • Contributing to the formulation and oversight of event budgets.
  • Creating and managing digital platforms, databases, and forms.
  • Designing various event materials, including participant packages, feedback forms, and identification badges.
  • Supporting vendor management and collaboration.
  • Facilitating interactions with client contracts.
  • Coordinating speaker engagements and managing invitations in collaboration with project managers.
  • Providing registration assistance, monitoring event activities, and organizing content production and distribution as needed.
  • Arranging guest speaker logistics for clients.
  • Managing booth equipment, promotional materials, signage, shipping logistics, and presentation preparations.
  • Maintaining a robust network of contacts within relevant sectors, including government, academia, and industry experts.
  • Delivering comprehensive event planning, design, and execution services.
  • Ensuring timely delivery of all project components.
  • Offering feedback and regular updates to stakeholders.
  • Suggesting enhancements to service offerings and event quality.
  • Communicating effectively with diverse audiences, including team members, leadership, venue staff, and vendors.
  • Leading the organization of meetings, educational conferences, seminars, and webinars.
  • Assisting with daily administrative tasks related to the department, including processing registrations and coordinating logistical requirements.
  • Managing hybrid meeting formats for both in-person and virtual participation.
  • Coordinating all event-related activities and personnel.
  • Distributing necessary meeting materials to participants.
  • Estimating and proposing budgets for upcoming events.
  • Researching and identifying successful event opportunities.
  • Performing additional duties as assigned.

Qualifications:

  • Possession of the Certified Meeting Professional (CMP) or Certified Government Meeting Professional (CGMP) designation is preferred. Alternatively, a minimum of seven years of experience in event planning is required.
  • Demonstrated expertise in all facets of event planning.
  • Proven ability to effectively plan, manage, and execute events.
  • A bachelor’s degree in event management or a related discipline is preferred.
  • At least five years of relevant experience.
  • Experience in logistical support for participant meetings.
  • Strong project management capabilities.
  • Detail-oriented with a focus on deadlines.
  • Ability to collaborate effectively within teams.
  • Eligibility to obtain a government security clearance.

Knowledge, Skills, and Abilities:

  • Exceptional written and verbal communication skills.
  • Proficient in using ZOOM and Microsoft Teams.
  • Strong computer skills, particularly in MS Office Suite.
  • Willingness to travel up to 10% of the time.
  • Flexibility to work evenings, weekends, and holidays as needed.
  • Ability to work independently and collaboratively.
  • Capacity to manage a complex workload effectively.
  • Skill in coordinating multiple resources and multitasking in a dynamic environment.
  • Analytical and evaluative skills.
  • Understanding of military protocol and hierarchy.
  • Ability to handle sensitive situations with professionalism.
  • Commitment to fostering a diverse and inclusive workplace.
  • Upholding organizational values and ethics.

Physical Requirements:

  • Ability to meet the physical demands of the role, with reasonable accommodations available for individuals with disabilities.
  • Regularly required to sit, talk, and hear; frequently required to walk and use hands; occasionally required to stand and lift up to 25 pounds.