Meeting & Events Conference Operations Specialist 1

Ancon Group LLC•Washington, DC

3d•Onsite

About The Position

The Meeting & Events Conference Operations Specialist is responsible for planning, coordinating, and supporting meetings, conferences, executive briefings, ceremonies, and special events throughout authorized Executive Services facilities. Working closely with customers, Executive Services leadership, Customer Service, Logistics, Facilities, and other support organizations, this position ensures meetings and events are professionally planned, coordinated, and executed from initial request through successful completion.

Requirements

Knowledge of conference and event planning principles.
Strong organizational and project coordination skills.
Excellent written and verbal communication skills.
Ability to manage multiple meetings and competing priorities simultaneously.
Strong customer service and interpersonal skills.
Experience using scheduling and reservation systems such as Archibus or similar platforms.
Ability to coordinate effectively with multiple stakeholders and support organizations.
Strong attention to detail and follow-through.
Ability to work independently while functioning as part of an integrated Executive Services team.

Responsibilities

Consult customers to identify meeting and event requirements.
Coordinate meeting schedules, room assignments, attendance, room configurations, audiovisual requirements, accessibility needs, security, parking, and logistical support.
Manage conference room reservations and space utilization using Archibus and other Government-approved scheduling systems.
Develop, update, and distribute Building Event Orders (BEOs) and related event documentation.
Coordinate event requirements with Logistics, Facilities, Information Technology, Audiovisual Services, Security, Parking, and other supporting organizations.
Conduct pre-event planning meetings, site visits, walkthroughs, and readiness reviews.
Monitor meeting and event execution and resolve operational issues as they arise.
Coordinate post-event closeout activities, room restoration, and customer follow-up.
Maintain accurate scheduling records, reports, and event documentation.
Support executive meetings, conferences, ceremonies, VIP visits, and other special events.
Assist with early morning, evening, weekend, holiday, and surge requirements when authorized.