Meeting/Conference Planner
SaxmanOne ( A Cape Fox Company ) - chantilly, VA
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Cape Fox Shared Services and Saxman One is seeking a MeetingConference planner to join our team supporting the Department of State and various contracts.Essential Functions and Responsibilities Program AdministrationUnderstand government rules and regulations with regard to meetings.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 levelsSupport fellow staff members.Work with and support other contractors as needed Budget and Financial AnalysisTrack own labor hours and meeting ODC's to stay within budget.Calculate fees and monitor costs to ensure that meetings stay on plete all related travel expense reports within 10 days of plete all necessary purchase orders in a timely manner. Meeting CoordinationMeet with client to determine specificationsCoordinate multiple meetings simultaneouslyLocate meeting facility, conduct site visits where necessary, and negotiate contracts with facilities and vendors.Assist with technical agenda developmentCoordinate with facility to ensure complete and accurate executionCoordinate with vendors to ensure specifications and requirements are met.Provide pro-active on-site meeting support, travel as required to facilitate client meetingsMaintain excellent AV skills required for coordination of on-site AV set-upAssist with speaker presentations and problem solving software and hardware difficultiesUnderstand and problem solve internal AV equipment Administrative ServicesTravel coordinationCompose and prepare correspondenceMake travel arrangements for attendees as necessary.Create and administer meeting databaseCoordinate to create and design websites for meeting registrationCoordinate to create and print professional-quality meeting materials in a timely and cost effective mannerCollect presentations and distribute if required in a timely mannerComplete monthly status reports in a timely mannerComplete and sign timesheet in a timely mannerOther duties as assigned and special projectsOther duties as assigned by supervisorEducationExperienceBachelor degree preferred3+ years previous meetingevent support (Government experience preferred)CMP or CGMP certifications preferredAbility to receive and maintain a government issued security clearanceStrong written and oral communication skills, organizational skills, and attention to detail.Self-motivated with minimal oversightComputer skills including Microsoft Word, Excel, PowerPoint, and Outlook
Created: 2024-09-30