Junior Meeting Planner

Capefox•Chantilly, VA

4d•Onsite

About The Position

Cape Fox Endeavor is seeking a qualified Jr. Meeting Planner. The Junior Meeting Planner position provides support in meetings and events for the 1776 Project contract. Under the supervision of the Program Manager, meeting support includes but is not limited to program administration, budget and financial analysis, meeting coordination, and administrative services for a variety of events.

Requirements

High School diploma required.
2+ years of relevant experience.
Previous meeting/event support (Government experience preferred).
Ability to receive and maintain a government issued security clearance.
Ability to work under deadline pressure, handle stress and deliver professional results.
Long hours and weekends may be required to meet deliverables.
Travel requirement is a range between 10% and 30% although changing requirements may alter that percentage.
The ability to travel is mandatory.
Strong written and oral communication skills, organizational skills, and attention to detail.
Self-motivated with minimal oversight.
Computer skills including Microsoft Word, Excel, PowerPoint, and Outlook.
Understanding of the Federal Travel Regulations as it pertains to government events.
Ability to travel is mandatory.
Must have authorization to work in the United States as defined by the Immigration Reform Act of 1986.

Nice To Haves

CMP or CGMP certifications are preferred.
Ability to obtain and maintain a government clearance is a plus.

Responsibilities

Understand and apply government rules and regulations regarding meetings: in-person, hybrid, and virtual.
Understand and apply security rules and regulations regarding meetings, including requirements to protect personally-identifiable information collected via the contract.
Work well under pressure, prioritizing tasks.
Demonstrate good public presence and the ability to interact with many types of people at different levels.
Support quality assurance reviews to verify deliverables meet government standards.
Support process improvement efforts to improve the efficiency and consistency of team operations.
Prepare meeting agendas, take minutes, and document action items for follow-up.
Support fellow staff members.
Work with and support other planning partners as needed.
Calculate fees and monitor costs to ensure that meetings stay on budget.
Complete all related travel expense reports within 10 days of completion.
Process all event invoices in a timely manner.
Meet with client to determine specifications.
Coordinate multiple Regional and National level events simultaneously.
Locate meeting facility, conduct site visits where necessary, and negotiate contracts with facilities and vendors.
Assist with technical agenda development and run-of-show.
Coordinate with facility to ensure complete and accurate execution.
Review banquet event orders for accuracy.
Coordinate with vendors to ensure specifications and requirements are met.
Provide proactive on-site meeting support and travel as required to facilitate convenings.
Maintain excellent A/V skills required for coordination of on-site A/V set-up.
Assist with broadcast and media production of National level events.
Proficient at problem-solving software and hardware difficulties in relation to A/V.
Support the production of shipping certificates and awards to recipients.
Coordinate staffing, catering and disbursement of travel stipends.
Administer scholarship awards and support identifying corporate or in-kind sponsorship opportunities.
Utilize a CRM to manage participant registrations, advancement notifications, consent and code-of conduct forms, accommodation requests and travel intake.
Support the development or provide, host, and maintain a secure, accessible (Section 508-compliant) registration and testing platform.
Compose and prepare correspondence.
Make travel arrangements for attendees as necessary, then process travel reimbursements.
Create and administer meeting database.
Coordinate to create, design, and maintain websites for meeting registration.
Coordinate to create and print professional-quality meeting materials in a timely and cost-effective manner.
Collect presentations and distribute, if required, in a timely manner.
Collect monthly status reports in a timely manner.
Complete and sign timesheet in a timely manner.
Other duties and special projects as assigned.