Conference Planner

Civility Management Solutions•Hampton, VA

4d•$45,000 - $55,000

About The Position

CivilityMS is accepting applications from qualified candidates who would like to be considered for future Conference Coordinator opportunities supporting our federal government customers. This is an evergreen talent-pipeline posting and may not represent a currently available position. Applications will be reviewed as anticipated or future staffing needs arise. Employment opportunities are contingent upon factors that may include contract award, customer authorization, funding, position availability, and the applicant’s ability to satisfy all applicable employment and customer requirements. Submitting an application does not guarantee an interview or an offer of employment. Qualified applicants may be contacted when a position becomes available that aligns with their experience and qualifications. Future Conference Coordinator opportunities may involve providing administrative, logistical, and event-execution support for leadership development conferences, courses, symposiums, and related programs. Depending on the specific assignment, the Conference Coordinator may support CivilityMS customers such as Headquarters Air Combat Command (HQACC/A1K). The role helps ensure that events are planned and executed effectively through detailed coordination, stakeholder communication, records management, on-site or virtual event support, and post-event analysis.

Requirements

3 years experience in administrative or program support including scheduling, training support, or conference logistics
3 years experience with Microsoft Office Suite (Excel, Access, Word, Outlook, PowerPoint)
2 years experience creating or managing SharePoint sites and lists
Strong customer service and communication skills
Ability to work independently and manage multiple requirements

Nice To Haves

Certification in event planning or project management.
Experience with virtual event platforms and hybrid event planning.

Responsibilities

Plan, coordinate, execute, and facilitate conferences using existing or newly developed checklists
Collect stakeholder requirements to draft and coordinate conference schedules and agendas
Coordinate lodging, transportation, conference rooms, equipment, dining, and briefers
Coordinate Distinguished Visitor schedules and protocol with ACC Protocol
Collect attendee registration data without handling payments
Prepare attendee materials and assist with senior leader binder preparation
Support event execution including monitoring schedules, resolving issues, briefing administrative details, and capturing notes
Draft, administer, and analyze post‑event surveys and After Action Reports
Maintain databases, spreadsheets, and course documentation including attendance tracking and waiver tracking
Update and manage conference content on MS SharePoint and ACC shared drives
Handle and safeguard PII in accordance with the Privacy Act
Perform administrative communication through email, meetings, and phone calls professionally
Support research and analysis on course trend data when requested