Event Planner

CNA•Arlington, VA

12h

About The Position

The Event Planner schedules and coordinates meetings, conferences, seminars, and other events at CNA’s headquarters conference center, other meeting rooms, and virtually. In coordination with event hosts and administrative staff, the planner documents and addresses event details, including supplies and materials, meals and refreshments, audiovisual needs, room setup, attendance lists, security requirements, and other requirements. The planner provides status updates and may assist with operating virtual and hybrid events. The role also develops and manages annual employee morale events, gathers staff input, and tracks costs against the annual morale budget. It includes setting up rooms, handling catering deliveries and food and beverage service, and helping clean rooms after events. The planner works independently with vendors, orders and receives supplies and services, reconciles invoices, and resolves catering and billing issues. The Event Planner identifies improvements to meeting coordination and conference-center services, helps maintain rooms and facilities, and administers event-planning software and a cashless payment system in coordination with accounting. Other duties may be assigned.

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.
Detail-oriented and results-oriented approach.
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 the headquarters conference center, in other meeting rooms, and virtually.
Coordinate with event hosts and administrative staff to document and address event requirements, including supplies, meals, audiovisual needs, room setup, attendance lists, and security.
Provide ongoing status updates to event hosts and administrative staff, and assist with virtual and hybrid events when needed.
Identify, recommend, develop, and manage annual corporate employee morale events, using surveys and other methods to gather staff requirements.
Manage and track expenses against the annual corporate morale budget.
Set up rooms on event days, receive catering deliveries, prepare food and beverage services, and assist with cleanup after events.
Identify, recommend, and work independently with vendors to order and receive food, beverages, linens, supplies, equipment, and other services or items.
Reconcile and prepare invoices for approval and payment, resolve catering and billing problems, and ensure accounts are current.
Pursue and recommend improvements to the planning, coordination, and execution of meetings and to 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.
Technically administer event-planning software and the cashless payment system, working with accounting on cashless payments and reconciliation.
Perform other duties as assigned.