Event Coordinator

CNA Corporation; Arlington (VA); Hybrid; USD 48,000 - 60,000; Full time

Job summary

CNA Corporation is seeking an Event Coordinator to join the Facilities and Office Services division. The role involves planning, coordinating, and executing meetings, conferences, seminars, and special events at CNA’s headquarters and off-site venues as needed.

Key responsibilities include coordinating day-to-day events, assisting with room bookings, managing catering and A/V requirements, and liaising with vendors.

Qualifications

• Education: High School diploma or equivalent. Some college preferred.
• Experience: Minimum of 3 years relevant experience in hospitality, conference support, event coordination or related function.
• Skills: Proficient in Microsoft Office and Windows. Strong interpersonal and organizational skills. Ability to prioritize workload. Detail and results oriented. Strong customer service focus. Ability to work under pressure.

Responsibilities

• Schedule and coordinate day-to-day meetings, conferences, seminars, and other events at CNA’s headquarters conference center and other meeting rooms as assigned.
• Assist end users with room reservations and ensure all meeting details are documented and addressed including supplies and materials, meals/refreshments, A/V requirements, room setup, attendance list, security requirements, and other meeting needs.
• Coordinate with vendors to order and receive supplies and services and reconcile invoices for approval and payment; resolve catering/billing issues and ensure accounts are current.
• Maintain the conference center and meeting rooms, ensuring cleanliness and proper functioning; report maintenance issues.
• Use corporate event/conference scheduling software and assist end users with its use as necessary.
• Perform other duties as assigned.

Skills

Interpersonal skills

Organizational skills

Prioritization

Attention to detail

Customer service

Working under pressure

Education

High School diploma or equivalent

Some college preferred

Tools

Microsoft Office

Windows

Job description

CNA is hiring for an Event Coordinator to join their Facilities and Office Services division. This role is responsible for the planning, coordination and execution of meetings, conferences, seminars, and special events for CNA, DoW, and other customers at CNA’s headquarters facility and off-site at other venues as necessary. They will ensure meetings and events are successful through detailed communication and coordination of all services and amenities, such as catering, room set-up, audiovisual, etc.

CNA fosters an inclusive culture that values diverse backgrounds and perspectives. Our flexible and engaging work environment encourages iterative and creative collaboration at every stage of the problem solving process. Our employees are committed to helping clients develop effective solutions to better manage their programs through scientific, data-driven approaches. We are looking for creative and innovative individuals to help carry out our mission.

Job Description/Duties

• Schedule and coordinate day-to-day meetings, conferences, seminars, and other events at CNA’s headquarters conference center and other meeting rooms as assigned. Assist end users with room reservations. In coordination with event hosts and administrative staff ensure all meeting details are documented and addressed including supplies and materials, meals/refreshments, A/V requirements, conference room set-up, attendance list, security requirements, and all other meeting requirements. Provide ongoing status updates to event hosts and administrative staff.
• Ensure rooms are set-up day of event. Receive catering deliveries and set-up food and beverage services to include making coffee, icing down drinks, and other items typically provided in-house. Make sure room is cleaned up after conference or event and assist with clean up as necessary.
• Work with vendors to order and receive supplies and services for food, beverages, linens, supplies, equipment, and other necessary items. Reconcile and prepare invoices for approval and payment. Solve catering/billing problems and ensure accounts are current.
• Help maintain the conference center and other meeting rooms. Ensure rooms are clean and in working order. Report maintenance issues to the appropriate teams.
• Be proficient in the use of corporate event/conference scheduling software and assist end users with its use as necessary.
• Other duties as assigned.

Job Requirements

Education: High School diploma or equivalent. Some college preferred.

Experience: Minimum of 3 years relevant experience in hospitality, conference support, event coordination or related function.

Skills: Must be proficient in Microsoft Office and Windows. Strong interpersonal and organizational skills. Ability to prioritize workload. Detail and results oriented. Strong customer service focus. Ability to work under pressure and address emergent issues.

Physical: Must be able to lift maximum of 20 pounds. Must be able to push/pull, load/unload carts containing food and other catering items.

Other: Ability to work a flexible schedule to accommodate support for early morning, evening, and occasional weekend events. Must have the ability to obtain and maintain a secret security clearance.

Remote/Hybrid Work Eligibility

This position is eligible for telecommuting or hybrid work arrangements at the discretion of the Supervisor. Employees may be required to work at CNA headquarters or other work locations resulting in changes to the scheduled telecommuting or hybrid work arrangements.

CNA offers competitive salaries and a comprehensive benefits package, which includes health, dental, and vision insurance, life and disability insurance, and a 403(b) retirement plan with employer matching. Additionally, we provide generous paid time off programs to promote a health work-life balance. Eligibility for these benefits varies based on employment classification.

CNA is committed to providing equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, religion, color, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, family medical history or genetic information, political affiliation, military service and protected veterans, or other non-merit based factors. In addition to federal legal requirements, CNA complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. These protections extend to all terms and conditions of employment, including recruiting and hiring practices, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training and career development programs. For more information about EEO protections, please view the EEO is the Law posters here: "EEO is the Law" Poster", "EEO Poster Supplement". The pay transparency policy is available here: Pay Transparency Nondiscrimination Poster. To be considered for hire, all individuals applying for positions with CNA are subject to a background investigation. For positions requiring access to classified information, U.S. citizenship is required. Individuals will also be subject to an additional government background investigation, and continued employment eligibility is contingent upon the ability to obtain and maintain an active security clearance.