Meeting/Conference Planner

Cape Fox Shared Services and Saxman One is seeking a Meeting/Conference planner, ready and willing to grow within the company, to join our team supporting the Department of Justice (DOJ).

Essential Functions and Responsibilities

Program Administration

Understand 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 levels

Support fellow staff members.

Work with and support other contractors as needed

Budget and Financial Analysis

Track own labor hours and meeting ODC’s to stay within budget.

Calculate fees and monitor costs to ensure that meetings stay on budget.

Complete all related travel expense reports within 10 days of completion.

Complete all necessary purchase orders in a timely manner.

Meeting Coordination

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

Coordinate with facility to ensure complete and accurate execution

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

Understand and problem solve internal A/V equipment

Administrative Services

Travel coordination

Compose and prepare correspondence

Make travel arrangements for attendees as necessary.

Create and administer meeting database

Coordinate to create and design 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

Other duties as assigned by supervisor

JOB REQUIREMENTS

Education/Experience

College degree preferred

2+ years previous meeting/event support (Government experience preferred)

CMP or CGMP certifications preferred but not required

Strong written and oral communication skills, organizational skills, and attention to detail.

Travel coordination a huge plus

Self-motivated with minimal oversight

Computer skills including Microsoft Word, Excel, PowerPoint, and Outlook