Senior Conference Planner

Articus Solutions, LLC • Scottsdale, AZ

7d • $41 - $75 • Hybrid

About The Position

The Senior Conference Planner leads full-lifecycle planning and execution of high-visibility, secure Department of War (DoW) conferences and off-site meetings supporting the Washington Headquarters Services (WHS) Science, Technology and Innovation Board (STIB). The role coordinates administrative, logistical, accessibility, transportation, catering, audiovisual, registration, and security activities for an annual event of approximately 50–100 participants over seven days, including setup and closeout, with potential support for an additional surge event. The planner applies knowledge of DoW operations, organizational protocols, military customs and courtesies, Official Representation Funds (ORF), and security requirements. The position coordinates with the Program Manager and corporate Security Team and leads a supporting team during on-site event execution.

The planner may work at Government-selected venues, including locations outside the Pentagon and Mark Center. Teleworking may be authorized as hybrid or remote but is not guaranteed; classified duties must be performed at an approved Government facility. Core Government availability is required from 9:00 a.m. to 3:00 p.m. Eastern Time, Monday through Friday, on non-event days, with altered or extended schedules during setup, execution, and closeout. Frequent travel may be required in the National Capital Region and throughout the continental United States, with possible overseas travel; travel and shipment of event materials require Government authorization.

Requirements

• High school diploma or GED equivalent.
• At least 7 years of experience planning and executing complex conferences, executive meetings, or government events from site selection through post-event reporting.
• Experience supporting DoW organizations, senior leaders, and mission-driven operations in a complex headquarters or operational environment.
• Knowledge of DoW organizational structures, staff coordination processes, event approval pathways, protocol requirements, and military customs and courtesies.
• Experience planning and administering ORF-supported events, including allowable uses, required approvals, supporting documentation, vendor considerations, and financial accountability.
• Top Secret clearance with SCI eligibility and access for the duration of the assignment.
• Availability during core Government hours of 9:00 a.m.–3:00 p.m. Eastern Time, Monday through Friday, on non-event days, and ability to support altered or extended schedules during event setup, execution, and closeout.
• Ability to work on-site at Government-selected venues, including locations outside the Pentagon and Mark Center.
• Ability to travel frequently within the National Capital Region and throughout CONUS, with possible OCONUS travel, subject to Government authorization.
• Proven ability to coordinate venues, lodging, catering, transportation, A/V and IT, registration, accessibility, protocol, vendors, supplies, budgets, and schedules.
• Strong knowledge of event risk management, quality control, document management, and executive-level customer service.
• Exceptional written and verbal communication, attention to detail, organization, judgment, discretion, and ability to manage competing priorities.
• Ability to produce accurate, concise, complete, and professional deliverables in Microsoft Office applications with minimal revision.
• Ability to work independently and collaboratively with the Program Manager and corporate support functions; lead cross-functional and on-site event teams; communicate proactively; delegate effectively; and maintain continuity during altered or extended schedules.

Nice To Haves

• Bachelor’s degree in event management, hospitality, business administration, communications, or a related field; equivalent relevant experience may be considered.
• Direct experience supporting DoW organizations, federal advisory committees, classified meetings, senior government officials, general or flag officers, and other Distinguished Visitors.
• Professional event-planning certification or comparable industry credential.
• Experience evaluating Government per diem, allowable expenses, vendor pricing, contracts, attrition provisions, and cancellation terms.

Responsibilities

• Lead event planning from concept through post-event closeout in coordination with the Program Manager, including project plans, milestones, in-progress reviews, trackers, schedules, and risk mitigation.
• Research and evaluate at least three viable event locations, assessing lodging, room configurations, breakout space, A/V and IT infrastructure, internet capacity, accessibility, security, catering, transportation, parking, walkability, emergency services, costs, and compliance with Government per diem and expense rules.
• Prepare site comparison matrices and comprehensive survey reports documenting findings, advantages, disadvantages, risks, and recommendations.
• Manage attendee registration, RSVPs, dietary restrictions, secure badges, help-desk operations, attendance rosters, and reasonable accommodations.
• Coordinate Distinguished Visitor and VIP protocol, including escorts, reserved parking, seating, flag placement, motorcade staging, and military and government customs and courtesies.
• Direct on-site logistics, including room configurations, crowd flow, signage, supplies, venue coordination, A/V and IT support, catering deployment, transportation, and issue resolution.
• Plan working meals, refreshment breaks, welcome receptions, and wrap-up banquets; verify dietary accommodations, vendor eligibility when applicable, delivery timing, allowable costs, and cleanup.
• Procure, assemble, safeguard, ship, and account for event materials such as badges, lanyards, briefing binders, name tents, directional signage, and office supplies.
• Create and maintain a minute-by-minute Run of Show covering activities, speaker transitions, A/V cues, catering deliveries, transportation, and assigned points of contact.
• Prepare an After Action Report within ten business days and an electronic attendance roster organized by participant and date.
• Apply working knowledge of DoW organizations, staff processes, decision cycles, operational requirements, and coordination channels in developing and executing event plans.
• Ensure event activities comply with DoW protocol, military customs and courtesies, senior leader and Distinguished Visitor requirements, and applicable federal policies.
• Coordinate ORF-supported meals and official functions, including documentation, approval support, allowable-cost controls, attendee eligibility, vendor requirements, and reconciliation under governing policy.
• Lead, task, and coordinate the event support team during setup, execution, and closeout; conduct briefings, assign responsibilities, monitor performance, and resolve on-site issues.
• Coordinate staffing plans, work schedules, communications, and contingency coverage with the Program Manager to maintain uninterrupted support.
• Support the corporate Security Team with visitor access requests, security clearance rosters, facility access, document control, and secure handling of classified and sensitive materials.
• Coordinate security requirements with the corporate Security Team, Government security representatives, Special Security Officers, venue security teams, and other authorized stakeholders.
• Develop and follow event-specific off-site standard operating procedures and promptly report security incidents through appropriate channels.
• Safeguard Government equipment, information, property, controlled unclassified information, National Security Information, and proprietary data.
• Clearly identify contractor status when interacting with third parties and appropriately mark contractor-produced reports and documents.
• Perform other duties as assigned.

Benefits

• The employer states that it offers a broad range of benefits but does not list specific benefits in the posting.
• Professional development opportunities, including on-the-job learning and formal development programs.
• Well-being programs and flexibility to make daily choices that support health and well-being.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED