Conference Coordinator, Conference & Dining Services, Real Estate & Workplace Solutions (RE&WS)

Leidos•Reston, VA

1d•Onsite

About The Position

Leidos has an opening for a talented, creative, experienced professional to fill the role of Conference Coordinator in the Conference & Dining Services organization at Global Headquarters (GHQ) in Reston, VA. This is an exciting opportunity to put your skills to good use and contribute to a vibrant team as you plan and execute business meetings, conferences, and special events for this well-respected Fortune 300 company. The Conference Coordinator reports to the Director, Global Conference & Dining Services, and supports functions that align with the company’s growth, mission, and values --- Integrity, Inclusion, Innovation, Agility, Collaboration, and Commitment. The successful candidate will be seasoned, articulate, detail-oriented, confident, and comfortable working in an energetic fast-paced corporate environment. Most meetings and events will be held at Leidos GHQ (Reston Town Center, VA) or local surrounding facilities. On occasion, depending on the event size/scope, the Conference Coordinator may be tasked with planning and/or supporting activities at other Leidos locations (Huntsville, AL; San Diego, CA; etc.). Our Conference Services provides comprehensive logistics management and first-class event execution for business meetings across the enterprise. The Conference Coordinator must be a strong collaborator who is personable and has incredible attention to detail. This individual will be responsible for managing projects from the onset through final post-event closeout. Primary responsibilities for the role will include providing comprehensive, tactical meeting/logistical support and event technology (e.g., Cvent) services for meetings, special events, and conferences as assigned.

Requirements

Bachelor’s Degree in a related field and 1+ years of experience in hospitality, event planning, tourism, and conference management in the corporate environment or High School Diploma with 5+ years of relevant corporate experience in hospitality, event planning, tourism, and conference management.
Experience using Cvent, a web-based event management system to create online invitations, registration websites, post-event surveys, and run reports
Extensive experience with EMS (Event Management System) conference room scheduling software to include reserving space, running utilization reports, troubleshooting when problems occur, and training staff
Familiarity with Social Tables software to create meeting room layouts and event space diagrams
Strong customer service mindset and high standards
Travel (up to 25%) when directed to support key meetings and events
Occasional evening/weekend work may be required
US citizenship is required and able to obtain security clearance as needed

Nice To Haves

Strong work ethic, personable, detail oriented, ability to apply educational training to the position, tech savvy, comfortable working in teams, taking directions, executing on assigned tasks and completing projects on time and within budget.
Knowledge of Leidos policies/procedures governing business meetings, corporate events, customer functions and catering

Responsibilities

Monitoring Conference Services/Facilities email Inbox and responding to queries as needed
Uploading and deleting Weekly Café Menus on Prism (Leidos Intranet)
Managing P-Card and Conference Services Payment Card allocations and back-up documentation to support charges in a timely manner
Budgeting, cost-tracking/expense breakdown and savings analysis
Organizing meeting data/files and archiving folders
Managing access for non-employee attendee visitor/facility and fee collection/processing, when applicable
Pre, onsite, and post-event logistics support, facility management, and staffing
Conference materials preparation/printing support
Vendor coordination, communications, and invoice reconciliation
Photographing/documenting events for future reference
VIP parking coordination and ground transportation planning
Updating team directory and Leidos Facebook pages
Post event support, including tracking ROI via online survey/evaluation and hot-wash meetings
Equipment/material rental, inventory tracking/management, shipping coordination, etc.
Supplier procurements using Leidos Contracts and Addenda to reduce costs/corporate risk
Concierge-level white glove service for VIP events
Ensuring policies and procedures are followed and compliant with Federal Government regulations