Conference Planner I

Crowned Grace • San Antonio, TX

4d • Remote

About The Position

Crowned Grace International is seeking an entry-level Conference Planner I to support the USDA Forest Service in planning and delivering workshops, meetings, trainings, and conferences for Forest Service leaders, scientists, partners, and the public. The position is contingent upon contract award and works under the close direction of a senior team member.

The planner assists the project lead and senior planners with agendas, planning timelines, and logistics checklists; coordinates assigned event logistics; maintains registration and attendee information; prepares event materials; provides on-site support; records event costs and assists with invoice reconciliation; and compiles post-event attendance and feedback. The role is virtual with travel to event sites. Assignments may require work outside normal operating hours, including evenings and weekends, and event support may involve extended standing and moving event materials. Applicants must be able to pass a government background investigation.

Requirements

• Associate's degree in hospitality, event management, business, communications, or a related field; or a high school diploma plus two additional years of relevant experience.
• At least one year of experience in event planning, meeting coordination, or hospitality.
• Active Certified Government Meeting Professional (CGMP) designation from the Society of Government Meeting Professionals (SGMP).
• Knowledge of commonly used concepts, practices, protocols, and procedures in event planning or hospitality.
• Proficiency with Microsoft Word, Excel, Outlook, and PowerPoint, and virtual meeting platforms such as Microsoft Teams and Zoom.
• Strong organizational skills and attention to detail.
• Effective written and oral communication and customer service skills.
• Ability to manage multiple tasks and meet deadlines.
• Ability to pass a government background investigation.

Nice To Haves

• Experience supporting federal government meetings or conferences.
• Familiarity with the Federal Travel Regulation and federal conference spending requirements.
• Familiarity with the Forest Service, natural resource management, or wildland fire organizations.

Responsibilities

• Assist the project lead and senior planners in developing workshops, meetings, trainings, and conferences, including draft agendas, planning timelines, and logistics checklists.
• Coordinate assigned logistics, including room setup requirements, audiovisual needs, catering, materials, signage, and participant packets.
• Maintain registration and attendee lists; issue invitations and confirmations; and track responses and accommodation requests.
• Prepare and distribute event materials, name badges, and participant information.
• Provide on-site event support, including check-in, room readiness, presenter support, and resolution of routine issues.
• Record event costs and assist in reconciling vendor invoices against the approved budget.
• Accompany Center personnel to assigned events outside normal hours of operation, including weekends.
• Compile post-event attendance records and participant feedback for the project lead.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree