Event Planner

CNA•Arlington, VA

20h

About The Position

CNA is hiring an Event Planner to join its Conference Services Team. The role plans, coordinates, and executes meetings, conferences, seminars, and special events for CNA, the Department of Defense, and other customers. Events take place at CNA’s headquarters, virtually, and at off-site venues as needed, and may include high-profile and employee morale events. The Event Planner ensures successful events through detailed communication and coordination of services and amenities, including catering, room setup, and audiovisual needs. The role also manages annual employee morale events and their budgets, coordinates with vendors, supports virtual and hybrid events, handles event software and cashless payment system administration, and helps maintain conference and meeting rooms. CNA describes its work environment as flexible and engaging, with an emphasis on open inquiry, respectful debate, collaboration, and data-driven problem solving.

Requirements

Bachelor’s degree in event management, hospitality management, or an equivalent combination of education and work experience.
At least 3 years of relevant experience in hospitality, conference support, event coordination, or a related function.
Proficiency in Microsoft Office, Windows, Zoom, and Microsoft Teams.
Strong interpersonal and organizational skills.
Ability to prioritize workload and be detail- and results-oriented.
Strong customer service focus.
Ability to work under pressure and address emergent issues.
Ability to lift up to 20 pounds and to push or pull and load or unload carts containing food and other catering items.
Ability to work a flexible schedule to support early morning, evening, and occasional weekend events.
Ability to obtain and maintain a secret security clearance.

Responsibilities

Schedule and coordinate meetings, conferences, seminars, and other events at CNA’s conference center, other meeting rooms, and virtually.
Coordinate with event hosts and administrative staff to document and address event requirements, including supplies, materials, meals and refreshments, audiovisual needs, room setup, attendance lists, and security requirements.
Provide ongoing status updates to event hosts and administrative staff.
Assist with and operate virtual and hybrid events for clients when needed.
Identify, recommend, develop, and manage annual employee morale events, including holiday parties, picnics, on-site luncheons, and happy hours.
Gather employee input through surveys and other methods to determine event requirements and track costs against the annual corporate morale budget.
Set up rooms on event days, receive catering deliveries, and prepare food and beverage services, including coffee and drinks.
Ensure rooms are cleaned after conferences and events and assist with cleanup as necessary.
Work independently with vendors to order and receive food, beverages, linens, supplies, equipment, and other necessary items.
Reconcile and prepare invoices for approval and payment, resolve catering and billing problems, and ensure accounts are current.
Identify and recommend continuous improvements to meeting planning, coordination, execution, conference center services, and facilities.
Help maintain the conference center and other meeting rooms, ensuring they are clean and in working order.
Use corporate event and conference scheduling software proficiently and assist end users as needed.
Administer event planning software and the cashless payment system, and work with accounting on cashless payments and reconciliation.
Perform other duties as assigned.