Senior Conference and Meeting Planner - DOS

Cape Fox Corporation; Chantilly (VA); Hybrid; USD 90,000 - 110,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life and disability insurance

401K with company match

Paid time off

Job summary

Saxman One is seeking a Senior Conference and Meeting Planner. This hybrid role requires one day in the office and travel for events in Chantilly, VA.

You will manage program administration, budgets, vendor contracts, on-site A/V coordination, and speaker logistics while ensuring compliance with government rules. CMP/CGMP certifications and 5+ years’ experience are preferred.

Qualifications

• BA/BS required.
• 5+ years of experience preferred.
• CMP or CGMP certifications required or preferred.

Responsibilities

• Program administration: manage government meeting rules, schedules and security requirements.
• Budget and financial analysis: monitor costs and process travel reimbursements and invoices.
• Meeting coordination: meet with clients, coordinate multiple meetings, site visits, contracts, and run-of-show.
• Administrative services: prepare correspondence, arrange travel, maintain meeting databases and materials.

Education

BA/BS

CMP/CGMP certifications

Job description

Senior Conference and Meeting Planner - DOS - (9082)

Job Title

Senior Conference and Meeting Planner - DOS

Job Description

Saxman One is seeking a Senior Conference and Meeting Planner. This position will support our clients in meeting and event support. This is a hybrid role with one day in the office, plus events. Meeting support may include, but is not limited to:

Program Administration
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 the ability to interact with many types of people at different level.
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.
Reviews 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 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 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 (or hiring range) for this position has been established at: $90,000.00 - $110,00.00. The 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 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.

Travel Requirements

25 - 50%

Job Requirements

Job Requirements

BA/BS required
5+ years of experience
Previous meeting/event support (Government experience preferred)
CMP or CGMP certifications required

Category

Other

Location

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