Jr Meeting Planner

Agile Decision Sciences LLC, a subsidiary of ASRC Federal, is currently recruiting for a Jr Meeting Planner.

The Jr Meeting Planner. Serves as meeting planner responsible for supporting and planning virtual and in-person meetings in support of NASA scientific panels, conferences and workshops. Five years meeting planning and administrative experience working with hotels and/or conference facilities as required. A basic working knowledge of the Federal Travel Regulations is preferred. Duties include, but are not limited to, the following tasks:

Provides on-site support for small to mid-sized meetings, conferences, and panels; conduct site visits/space selection in NRESS office, hotels, conference centers, etc.
Support out-of-town meetings depending on level of experience.
Works closely with Logistics Manager and Senior Meeting Planners on daily assignments as needed.
Negotiate contracts and rates with hotels and exercise judgment on which contracts to recommend for approval within work plan budgets.
Negotiate AM/PM breaks, meals as appropriate, meeting space and audio-visual requirements with venue.
Preparation of meeting materials, i.e., orientation presentation, name badges/table tents, portfolio folders, invitation and welcome letters, rosters, survey forms, maps, restaurant lists, etc.
Prepares and reviews expense reports, honorarium invoices, and other documents.
Proofreads all materials prior to distribution.
Maintain and update Activity Report daily as required.
Provide projected labor hours monthly for meeting assignments.
Completes the Post Event Summary and other required reports at conclusion of meetings as required.
Ensure all participant travel complies with NASA Travel Regulations for in-person meetings.
Ability to travel up to 20-25% of the time (can vary by time of year).
The ability to lift and move boxes up to 25 pounds, and signage when packing up for events and on site.
Communicates with NRESS management, Task Leads and meeting participants to coordinate their participation and inform them of logistical details.
Serves as liaison between meeting participants and company's travel agency to book travel for meeting participants.
Develops strong business relationships with key customers, internal and external, serving as a liaison for initiatives.
Use of the web-based event management system, Cvent, for website creation, venue searches and data-entry of meeting specifications.
Maintains appropriate electronic and physical file documents and records pertaining to virtual and in-person meetings.
Other duties/responsibilities as assigned.

Job Requirements
5 years of meeting and conference planning experience. 3 years of experience with college degree.