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Event Planning Specialist

2 months ago

Washington, United States On Think Tanks - Independent Research, Ideas and Advice Full time
About the Role

Career Opportunities at On Think Tanks - Independent Research, Ideas and Advice

We are seeking a highly organized and detail-oriented Conference Coordinator to join our team. As a key member of our Conference and Events Department, you will be responsible for planning and executing 100+ in-house forums, conferences, and small events.

Key Responsibilities
  • Event Planning: Create and maintain event timelines, draft budgets, and track expenses.
  • Invitation Management: Manage the invitation process, including collecting text, initiating and completing the editing process, formatting copy, proofing, and scheduling web posting and invitation delivery.
  • Speaker Coordination: Manage speaker needs, including audiovisual requirements, presentation materials, travel arrangements, hotel accommodations, and honorarium payment.
  • Catering and Logistics: Work closely with caterers to select menus, determine guarantee numbers, and place orders.
  • Room Management: Submit RFPs for room blocks, collect proposals, present recommendations, and manage rooming lists.
  • Registration and Reporting: Collect, track, and report registration, marketing, and catering information.
  • Communication: Communicate meeting requirements to relevant departments and work closely with the Conference Specialist to execute meeting sets.
Requirements
  • Education and Experience: College degree with 2 years of relevant work experience.
  • Time Management and Organization: Meet deadlines, manage time well, and perform job responsibilities without constant supervision.
  • Professional Demeanor: Professional demeanor and comfortable working with top-level executives, internal customers, and vendors.
  • Problem-Solving and Communication: Ability to problem-solve, manage crisis situations effectively, and maintain professional composure under pressure.
  • Technical Skills: Proficiency with standard desktop software, including all Microsoft Office programs (Word, Excel, and Outlook).
What We Offer
  • Competitive Salary: Salary commensurate with experience.
  • Benefits Package: Medical, dental, and vision insurance, employer contribution to a Health Savings Account (HSA), generous vacation and sick days, paid parental leave, employer-provided life and disability insurance, and 401(k) employer match.