Senior Conference and Meeting Planner - DOS

Capefox•Chantilly, VA

3d•Hybrid

About The Position

Saxman One is seeking a Senior Conference and Meeting Planner. This position will support our clients in meeting and event support. This is a hybrid role with one day in the office, plus events. Meeting support may include, but is not limited to: Program Administration, Budget and Financial Analysis, Meeting Coordination, Administrative Services, and other duties as assigned and special projects.

Requirements

BA/BS required
5+ years of experience
Previous meeting/event support (Government experience preferred)
CMP or CGMP certifications required

Nice To Haves

Government experience preferred

Responsibilities

Understand government rules and regulations with regard to meetings: in person, hybrid, and virtual.
Understand security rules and regulations with regard to meetings.
Work well under pressure, prioritizing tasks.
Demonstrate good public presence and the ability to interact with many types of people at different levels.
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 meetings 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.
Reviews banquet event orders for accuracy.
Coordinate with vendors to ensure specifications and requirements are met.
Provide pro-active on-site meeting support, travel as required to facilitate client meetings.
Maintain excellent A/V skills required for coordination of on-site A/V set-up.
Assist with speaker presentations and problem-solving software and hardware difficulties.
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.
Complete monthly status reports in a timely manner.
Complete and sign timesheet in a timely manner.
Other duties as assigned and special projects.