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Event Coordination Specialist

2 months ago

Washington, Washington, D.C., United States Randstad Full time

Position Overview:

The role of a Junior Meeting Planner is essential for managing the logistics and operational aspects of various projects. This position requires a local presence in either Washington DC or New York NY, with a focus on full-time engagement during weekdays.

Key Responsibilities:

  • Oversee the logistics and on-site execution of assigned meetings, including coordination of rooming lists, menu planning, and banquet event orders.
  • Identify and secure meeting venues from hotels and convention centers for off-site events.
  • Possess extensive knowledge of Cvent for vendor sourcing, registration processes, reporting, and budgeting.
  • Demonstrate strong negotiation skills for contract management and understanding of hospitality legalities.
  • Develop comprehensive food and beverage plans tailored for committee meetings.

Additional Duties:

  • Conduct invoice reconciliation and prepare financial forecasting reports.
  • Manage reconciliation of meetings-related expenses.
  • Generate PSA and Task Orders as required.
  • Facilitate webcasting and multi-casting services.
  • Maintain a thorough understanding of catering services and conference facilities.
  • Have in-depth knowledge of audio-visual equipment necessary for events.

Qualifications:

  • A college degree or equivalent experience, with a minimum of three years in meeting management or hospitality.
  • Strong background in contract negotiations and familiarity with registration systems is advantageous.
  • Ability to work independently at event sites.
  • Proficient in Microsoft Office Suite.
  • Willingness to travel as needed for events.
  • Familiarity with CVENT databases is preferred.
  • Independently implementing projects while collaborating with various departments is crucial for success in this role.