Senior Conference and Meeting Planner - DOS

Cape Fox Shared Services; Chantilly (VA); Hybride; USD 90 000 - 110 000; Plein temps

Avantages offerts par ce poste

Company holidays

Paid time off

Health insurance

Dental insurance

Vision insurance

Life and disability insurance

401K with company match

Résumé du poste

Saxman One is seeking a Senior Conference and Meeting Planner to support our clients with meeting and event coordination in a hybrid role (one day in the office and travel to events). You will manage program administration, budgeting, coordinate meetings, site visits, contracts, AV, and on‑site logistics, ensuring compliance with government rules and delivering high‑quality events.

This role includes administrative duties, travel arrangements, expense reporting, and production of meeting

Qualifications

• Experience coordinating meetings and events with attention to budget and timelines.
• Ability to interact professionally with clients and vendors under pressure.
• Strong organizational and multi-tasking skills for handling multiple meetings simultaneously.

Responsabilités

• Program Administration: understand government rules for meetings (in person, hybrid, virtual).
• Budget & Financial Analysis: monitor costs, process travel expenses and invoices.

Connaissances

Public speaking

Budgeting

Vendor management

Project coordination

Travel coordination

Outils

A/V equipment

Meeting registration software

Expense reporting

Description du poste

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.

• company holidays
• paid time off
• health insurance
• dental insurance
• vision insurance
• life and disability insurance
• 401K with company match