Event Coordination Manager

2 weeks ago

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

Position Title: Meetings Manager | Logistics

Work Arrangement: Hybrid Work from Home

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, Dental, and Vision Insurance for Employees
  • Flexible Spending Account (FSA) or Health Savings Account (HSA) options
  • Company-Paid Basic Life and Accidental Death & Dismemberment Insurance
  • Long-Term Disability Insurance at no cost to employees
  • AFLAC options available
  • Retirement Savings Plan (401k)
  • Paid Sick Leave and Vacation Time

Role Summary:

The Meetings Manager is accountable for overseeing the entire lifecycle of meeting planning for designated clients. The ideal candidate will possess a keen attention to detail, be proactive, and demonstrate the ability to work both independently and collaboratively. Exceptional organizational, project management, and communication skills are essential. This role reports to the Associate Director of Meeting Logistics or the Senior Meetings Manager.

Key Responsibilities:

  1. Manage and implement all aspects 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, organizing meeting spaces, and reviewing event plans.
  2. Maintain regular communication with clients, venues, and vendors through various channels.
  3. Develop, manage, and adhere to comprehensive planning timelines.
  4. Create and maintain precise 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 needed for site inspections and on-site meeting execution.
  7. Provide training and guidance to Meeting Specialists and Coordinators.
  8. Keep detailed historical records for all assigned meetings, including final budget summaries and post-event evaluations.
  9. Perform additional duties as required.

Qualifications:

  1. Proficient in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint. Familiarity with databases, particularly Access, is advantageous.
  2. Strong interpersonal, organizational, and project management skills, with the ability to work independently and manage multiple tasks in a fast-paced environment.
  3. Attention to detail in drafting, editing, and reviewing materials, along with superior business writing skills and professional discretion.
  4. Ability to communicate effectively with individuals at all levels, both internally and externally.
  5. A collaborative team player who can share ideas and assist colleagues on various projects.
  6. Skilled in conflict resolution and problem-solving, with the ability to provide thoughtful recommendations to clients.

Education and Experience:

  1. A Bachelor's degree is preferred.
  2. A minimum of 3 years of experience in planning and executing corporate or association meetings for up to 1,500 attendees.
  3. Certification in Meeting Planning (CMP) is a plus, but not mandatory.
  4. Experience managing multiple meetings concurrently is essential.
  5. Prior experience with associations is preferred.
  6. Familiarity with medical meetings is an advantage.

Travel Requirements: Approximately 25% travel may be necessary, including early mornings, evenings, and weekends during site visits and event execution. Extended hours may be required during peak planning periods.

FLSA Status: Exempt

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