Event Coordination Manager

2 weeks ago

Fairfax, Virginia, United States Spargo Inc Full time
Job Overview

Position: Meetings Manager | Event Logistics

Work Arrangement: Hybrid - Remote and In-Office

Company: SPARGO, Inc. is a comprehensive event management firm that provides a range of services to facilitate the organization of trade shows, conventions, conferences, symposiums, and seminars.

Employee Benefits:

  • Relaxed Work Environment
  • Fully Covered Medical (three plan options), Dental, and Vision for Employees
  • Flexible Spending Account (FSA) or Health Savings Account (HSA) options
  • Comprehensive Company Paid Basic Term Life and AD&D Insurance
  • Long-Term Disability Insurance fully covered by the company
  • AFLAC options available
  • Retirement Savings Plan (401(k))
  • Paid Sick Leave and Vacation Time

Position Summary:

The Meetings Manager is tasked with overseeing the complete lifecycle of meeting organization for designated clients. The ideal candidate should possess a keen attention to detail, be proactive, and demonstrate the ability to work autonomously as well as collaboratively. Strong skills in organization, project management, and communication are essential. This role reports to the Associate Director of Meeting Logistics or the Senior Meetings Manager.

Key Responsibilities:

  1. Manage and implement all stages of meeting planning for events with participant numbers ranging from 500 to 1,500, including but not limited to: issuing Requests for Proposals (RFPs), negotiating contracts, preparing and monitoring budgets, managing venues and vendors, coordinating meeting space requests, and reviewing event plans.
  2. Maintain regular communication with clients, venues, and vendors through various channels including email, conference calls, and in-person meetings.
  3. Develop, manage, and adhere to comprehensive planning timelines.
  4. Prepare precise and detailed meeting specifications and documentation necessary for both pre-event planning and on-site execution.
  5. Collaborate with other departments within SPARGO, such as registration, housing, and exhibit sales/operations, to ensure successful execution of client meetings.
  6. Travel as necessary for site inspections and on-site meeting management.
  7. Provide training and guidance to Meeting Specialists and Coordinators.
  8. Maintain historical records for all assigned meetings, including final budget summaries and post-event notes.
  9. Perform additional duties as required.

Qualifications:

  1. Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Familiarity with databases, particularly Access, is advantageous.
  2. Exceptional interpersonal, organizational, and project management skills, with a strong ability to work independently and manage competing priorities in a dynamic environment.
  3. Meticulous attention to detail in composing, editing, and reviewing materials, with the ability to prioritize tasks and meet deadlines. Strong business writing skills and professional discretion are essential.
  4. Demonstrated ability to communicate effectively and diplomatically with individuals at all levels, both internally and externally.
  5. A collaborative team player who can effectively share ideas and support colleagues on various projects.
  6. Proficient in conflict resolution and problem-solving, with the ability to provide constructive recommendations to clients.

Education and Experience:

  1. Bachelor's degree preferred.
  2. At least 3 years of experience in planning, negotiating, coordinating, and executing meetings for up to 1,500 attendees.
  3. Certification in Meeting Planning (CMP) is a plus but not mandatory.
  4. Direct experience managing multiple meetings concurrently is required.
  5. Experience with associations is preferred.
  6. Familiarity with medical meetings is an advantage.

Travel Requirements: Approximately 25%. Travel may include early mornings, evenings, and weekends during site visits and on-site meeting execution, with longer hours expected during peak planning periods.

FLSA Status: Exempt

  • Event Coordination Manager

    1 week ago

    Fairfax, Virginia, United States Spargo Inc Full time

    Job OverviewPosition: Meetings Manager | Event LogisticsWork Arrangement: Hybrid - 2 days in office, 3 days remoteCompany: SPARGO, Inc. is a comprehensive event management firm that provides a wide range of services to facilitate the organization of trade shows, conventions, conferences, symposiums, and seminars.Employee Benefits:Relaxed Work...

  • Event Coordination Manager

    2 weeks ago

    Fairfax, Virginia, United States Spargo Inc Full time

    Job OverviewPosition Title: Meetings Manager | LogisticsWork Arrangement: Hybrid Work from HomeCompany: SPARGO, Inc. is a comprehensive event management firm that provides a range of services to facilitate the organization of trade shows, conventions, conferences, symposiums, and seminars.Employee Benefits:Relaxed Work EnvironmentFully Covered Medical,...

  • Event Coordination Specialist

    2 weeks ago

    Fairfax, Virginia, United States Spargo Inc Full time

    Job OverviewPosition: Event Coordination SpecialistWork Arrangement: Hybrid - Flexible Work from HomeCompany: SPARGO, Inc. is a comprehensive event management firm, providing a range of services that facilitate the organization of trade shows, conventions, conferences, symposiums, and seminars.Employee Benefits:Relaxed Work EnvironmentFully Covered Medical...

  • Event Marketing Coordinator

    2 weeks ago

    Fairfax, Virginia, United States Spargo Inc Full time

    Job OverviewEvent Marketing SpecialistHybrid Work EnvironmentCompany OverviewSPARGO, Inc. is a comprehensive event management firm that provides a wide range of services to facilitate the organization of trade shows, conventions, conferences, symposiums, and seminars.Employee BenefitsRelaxed Work AtmosphereFully Covered Medical (with three plan options),...

  • Event Marketing Coordinator

    2 weeks ago

    Fairfax, Virginia, United States Spargo Inc Full time

    Job OverviewEvent Marketing SpecialistHybrid Work EnvironmentSpargo, Inc. is a comprehensive event management firm that provides a wide range of services to facilitate the execution of trade shows, conventions, conferences, symposiums, and seminars.Employee BenefitsRelaxed Work AtmosphereFully Covered Medical (with three plan options), Dental, and Vision for...

  • Junior Account Manager

    1 week ago

    Fairfax, Virginia, United States Spargo Inc Full time

    Job SummarySpargo Inc is a leading event management company seeking a highly organized and detail-oriented Junior Account Manager to join our team. As a key member of our registration team, you will be responsible for coordinating and managing registration services for our clients.Key Responsibilities:Manage registrations for multiple events, ensuring...

  • Strategic Account Manager, Exposition Events

    2 weeks ago

    Fairfax, Virginia, United States AVIXA, Inc Full time

    Job OverviewPosition Title: Senior Sales Account Executive, ExpositionEmployment Status: ExemptReporting To: Senior Director, Exposition SalesWork Flexibility: Hybrid, Remote Options AvailableCompensation: Base Salary Range: $88,000 - $95,000, with additional commission opportunities based on performance.Why Join Us:AVIXA is a worldwide organization that...

  • Marketing Coordinator

    1 week ago

    Fairfax, Virginia, United States Puredropiv Llc Full time

    Job OverviewCompany Overview: PureDropIV LLC is a premier provider of mobile IV therapy services, committed to promoting wellness through tailored care solutions. We are on the lookout for a detail-oriented and highly organized Marketing Coordinator to oversee our marketing initiatives. Position Summary: The Marketing Coordinator will be instrumental in...

  • Marketing Coordinator

    1 week ago

    Fairfax, Virginia, United States Puredropiv Llc Full time

    Job OverviewCompany Overview:PureDropIV LLC is a premier provider of mobile IV therapy services, committed to promoting wellness through tailored care solutions. We are in search of a detail-oriented and proactive Marketing Coordinator to oversee our marketing initiatives and provide design support.Position Summary:The Marketing Coordinator will be...

  • Center Manager

    2 days ago

    Fairfax, Virginia, United States iCRYO - One Loudoun Full time

    Job DescriptioniCRYO Fairfax Corner is seeking a Center Manager with strong leadership skills and a knack for business development and sales. Looking for a candidate who thrives in an entrepreneurial environment and has a background in health, wellness or retail management.Key ResponsibilitiesLeadership and Management: Provides excellent leadership and...

  • Proposal Development Manager

    3 days ago

    Fairfax, Virginia, United States Trident Systems Inc Full time

    Job DescriptionAt Trident Systems Inc., we believe in the power of using strong engineering principles to drive innovation and solve complex problems. We foster a culture of rigorous engineering and continuous improvement, leveraging the full knowledge of our organization through collaborative product development processes that include design and peer...

  • Logistics Coordinator

    3 days ago

    Fairfax, Virginia, United States Azure Summit Technology Full time

    Job SummaryAzure Summit Technology is seeking a highly skilled Logistics Analyst to join our dynamic team. As a Logistics Analyst, you will be responsible for providing logistics support for ongoing projects, as well as material resource planning and configuration management.Key ResponsibilitiesServe as Azure Summit's representative in logistics discussions...

  • Center Operations Manager

    2 weeks ago

    Fairfax, Virginia, United States iCRYO - One Loudoun Full time

    Position OverviewiCRYO - One Loudoun is in search of a Center Operations Manager who possesses exceptional leadership capabilities and a strong aptitude for business growth and sales. The ideal candidate will excel in a dynamic, entrepreneurial setting and have experience in health, wellness, or retail management. As the Center Operations Manager, you will...

  • Center Operations Manager

    1 week ago

    Fairfax, Virginia, United States iCRYO - One Loudoun Full time

    Job OverviewiCRYO - One Loudoun is in search of a Center Operations Manager who possesses exceptional leadership capabilities and a strong background in business growth and sales. The ideal candidate will excel in a dynamic, entrepreneurial setting and have experience in health, wellness, or retail management. As the Center Operations Manager, you will be...

  • Center Operations Manager

    1 week ago

    Fairfax, Virginia, United States iCRYO - One Loudoun Full time

    Position OverviewiCRYO - One Loudoun is in search of a Center Operations Manager who possesses exceptional leadership abilities and a strong aptitude for business growth and sales. The ideal candidate will excel in a dynamic, entrepreneurial setting and have a solid background in health, wellness, or retail management. As the Center Operations Manager, you...

  • Construction Traffic Coordinator

    1 week ago

    Fairfax, Virginia, United States Inspiria LLC Full time

    Job OverviewPosition Summary:The primary duty of a Construction Traffic Coordinator is to manage traffic flow at construction sites and maintenance zones. This role involves directing vehicles for roadwork teams. The coordinator utilizes a large orange flag to signal motorists to reduce speed, halt, or navigate through the work area. Often, traffic...

  • Federal Grants Coordinator

    1 week ago

    Fairfax, Virginia, United States Professional Vets Consulting Group LLC Full time

    Job OverviewThe Federal Grants Coordinator will possess strong communication and organizational abilities to assist both prospective and existing government clients. **This position is available for remote work.Key ResponsibilitiesPrimary Duties:Execute specific pre-award tasks under the guidance of the Government Accountability Office/Grants Management...

  • Lead Project Coordinator

    2 weeks ago

    Fairfax, Virginia, United States SGI Global, LLC Full time

    Position OverviewSGI Global LLC is in search of a Senior Project Manager to provide support to the United States Coast Guard Recruiting Command. The CGRC operates numerous recruiting offices nationwide, focusing on the mission to identify, attract, and process qualified candidates for the USCG.Key Responsibilities:Oversee all contractor activities associated...

  • Lead Project Coordinator

    2 weeks ago

    Fairfax, Virginia, United States SGI Global, LLC Full time

    Position OverviewSGI Global LLC is looking for a Senior Project Manager to provide support to the United States Coast Guard Recruiting Command. The CGRC operates numerous recruiting offices throughout the nation, dedicated to attracting and processing qualified candidates for the USCG.Key Responsibilities:Oversee all contractor activities associated with...

  • Lead Project Coordinator

    2 weeks ago

    Fairfax, Virginia, United States SGI Global, LLC Full time

    Position OverviewSGI Global LLC is in search of a Senior Project Manager to provide essential support to the United States Coast Guard Recruiting Command. The CGRC is responsible for managing numerous recruiting offices throughout the nation and its territories, focusing on the mission to identify, engage, process, and monitor metrics related to the...