Event Coordinator

CNA•Arlington, VA

4d•Hybrid

About The Position

The Event Coordinator is responsible for scheduling and coordinating day-to-day meetings, conferences, seminars, and other events at CNA’s headquarters conference center and other assigned meeting rooms. This role involves assisting end users with room reservations, ensuring all event details are documented and addressed, and providing ongoing status updates. The coordinator will also be responsible for room setup, managing catering deliveries, and ensuring the cleanup of event spaces. Additionally, this position involves working with vendors, reconciling invoices, maintaining the conference center, and utilizing corporate event/conference scheduling software.

Requirements

High School diploma or equivalent.
Minimum of 3 years relevant experience in hospitality, conference support, event coordination or related function.
Proficient in Microsoft Office and Windows.
Strong interpersonal and organizational skills.
Ability to prioritize workload.
Detail and results oriented.
Strong customer service focus.
Ability to work under pressure and address emergent issues.
Must be able to lift maximum of 20 pounds.
Must be able to push/pull, load/unload carts containing food and other catering items.
Ability to work a flexible schedule to accommodate support for early morning, evening, and occasional weekend events.
Ability to obtain and maintain a secret security clearance.

Nice To Haves

Some college preferred.

Responsibilities

Schedule and coordinate day-to-day meetings, conferences, seminars, and other events.
Assist end users with room reservations.
Ensure all meeting details are documented and addressed, including supplies, materials, A/V requirements, room setup, attendance lists, and security.
Provide ongoing status updates to event hosts and administrative staff.
Ensure rooms are set-up on the day of the event.
Receive catering deliveries and set-up food and beverage services.
Clean up event spaces after conferences or events and assist with cleanup as necessary.
Work with vendors to order and receive supplies and services for food, beverages, linens, etc.
Reconcile and prepare invoices for approval and payment.
Solve catering/billing problems and ensure accounts are current.
Maintain the conference center and other meeting rooms, ensuring they are clean and in working order.
Report maintenance issues to the appropriate teams.
Be proficient in the use of corporate event/conference scheduling software and assist end users.
Perform other duties as assigned.