Junior Meeting Planner

Cape Fox Shared Services; Chantilly (VA); On-site; USD 65,000 - 75,000; Full time

Job summary

Cape Fox Shared Services seeks a Junior Meeting Planner (Logistics Coordinator) to support meetings and events for the Health and Human Services Early Childhood Education contract. Under the supervision of the Conference Manager, duties include program administration, budget and financial analysis, meeting coordination, and administrative services for a variety of events.

The role involves in-person, hybrid, and virtual meetings with strict adherence to government rules and security

Qualifications

Responsibilities

• 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 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.
• Review banquet event orders for accuracy.
• Coordinate with vendors to ensure specifications and requirements are met.
• Provide proactive on-site meeting support and 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 registration and evaluation databases in accordance with the system manual.
• Coordinate to create, design, and maintain websites for meeting registration, including adjusting settings to match standards which ensure web content is accessible for users with disabilities.
• 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.
• Collect monthly status reports in a timely manner.
• Complete and sign timesheet in a timely manner.
• Other duties and special projects as assigned.

Job description

Cape Fox subsidiary Saxman One is seeking a qualified Junior Meeting Planner. The Junior Meeting Planner, also known as the Logistics Coordinator, provides support in meetings and events for the Health and Human Services Early Childhood Education contract. Under the supervision of the Conference 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.

Program Administration:

• 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 planning partners as needed.

Budget and Financial Analysis

• 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.

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 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 proactive on-site meeting support and 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.

Administrative Services

• Compose and prepare correspondence.
• Make travel arrangements for attendees as necessary, then process travel reimbursements.
• Create and administer meeting registration and evaluation databases in accordance with the system manual.
• Coordinate to create, design, and maintain websites for meeting registration, including adjusting settings to match standards which ensure web content is accessible for users with disabilities.
• 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.
• Collect monthly status reports in a timely manner.
• Complete and sign timesheet in a timely manner.
• Other duties and special projects as assigned.

This position offers an annual salary in the range of $65,000 to $75,000, commensurate with candidate's relevant experience, education, and skills.*

*The above salary range represents the company's good faith and reasonable estimate of the range of possible compensation at the time of posting. In addition, for fulltime, 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.