Senior Meeting Planner

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Job Title

Senior Meeting Planner

Job Description

Cape Fox Endeavor is seeking a highly qualified Senior Meeting Planner. The Senior Meeting Planner position provides support in meetings and events for the 1776 Project contract. Under the supervision of the Program Manager, meeting support includes but is not limited to program administration, budget and financial analysis, meeting coordination, and administrative services for a variety of events.

• Understand and apply government rules and regulations regarding meetings: in-person, hybrid, and virtual.
• Understand and apply security rules and regulations regarding meetings, including requirements to protect personally-identifiable information collected via the contract.
• Work well under pressure, prioritizing tasks.
• Demonstrate good public presence and the ability to interact with many types of people at different levels.
• Support quality assurance reviews to verify deliverables meet government standards.
• Support process improvement efforts to improve the efficiency and consistency of team operations.
• Prepare meeting agendas, take minutes, and document action items for follow-up.
• Support fellow staff members.
• Work with and support other contractors as needed.

• 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.

• Meet with client to determine specifications.
• Coordinate multiple Regional & National Level events 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.
• Review Banquet Event Orders for accuracy.
• Coordinate with vendors to ensure specifications and requirements are met.
• Provide pro-active on-site meeting support, travel as required to facilitate convenings.
• Maintain excellent A/V skills required for coordination of on-site A/V set-up.
• Assist with broadcast and media production of National level events. Proficient at problem-solving software and hardware difficulties in relation to A/V.
• Support the production of shipping certificates and awards to recipients.
• Coordinate staffing, catering and disbursement of travel stipends.

• Administer scholarship awards and support identifying corporate or in-kind sponsorship opportunities.
• Utilize a CRM to manage participant registrations, advancement notifications, consent and code-of-conduct forms, accommodation requests and travel intake.
• Develop or provide a secure, accessible (Section 508-compliant) registration and testing platform.
• 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 and special projects as assigned.

10 - 25%

Job Requirements

• 5+ years previous meeting/event support (Government experience preferred)
• CMP or CGMP certifications required
• Ability to receive and maintain a government issued security clearance
• 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
• Strong written and oral communication skills,…