Conference Manager

Conference Manager

Senior Conference and Meeting Planner position at Saxman One. This hybrid role supports clients in meeting and event support. One day in office plus events.

• 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 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 proactive 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.

The salary range for this position is $90,000.00 – $. For full‑time, benefit‑eligible positions we offer a variety of benefits including company holidays, paid time off, health insurance, dental insurance, vision insurance, life and disability insurance as well as 401K with company match.

10 – 25%

• BA/BS required.
• 7+ years of experience.
• Previous meeting/event support (Government experience preferred).
• CMP or CGMP certifications required.
• Strong written and oral communication skills, organizational skills, and attention to detail.
• Self‑motivated with minimal oversight.
• Computer skills including Microsoft Word, Excel, PowerPoint, and Outlook.
• Understanding of the Federal Travel Regulations as it pertains to government events.
• The ability to travel is mandatory.
• Must have authorization to work in the United States as defined by the Immigration Reform Act of 1986.

Chantilly - CapeFoxFCG - Chantilly, VA 20151 US (Primary)