Senior Meeting Planner

Cape Fox Shared Services; Chantilly (VA); On-site; USD 100,000 - 110,000; Full time

Benefits offered by this job

Company holidays

Paid time off

Health insurance

Dental insurance

Vision insurance

Life and disability insurance

401K with company match

Job summary

Cape Fox Endeavor is seeking a highly qualified Senior Meeting Planner to support the 1776 Project contract under the Program Manager. Responsibilities include program administration, budget/financial analysis, meeting coordination, and administrative services for diverse events.

The role involves coordinating in-person, hybrid, and virtual meetings, managing travel and vendor contracts, preparing agendas/minutes, and ensuring security/privacy compliance.

Qualifications

• Experience coordinating complex meetings/events, including budgeting and vendor contracts.
• Ability to prepare agendas, minutes, and action items for follow-up.
• Strong administrative skills and attention to detail.
• Compliance with security and privacy requirements for meetings.

Responsibilities

• Coordinate multiple regional and national level events.
• Negotiate contracts with facilities and vendors.
• Prepare run-of-show and assist with A/V setup.
• Manage registrations and travel arrangements for attendees.
• Produce monthly status reports and maintain timesheets.
• Administer scholarships and sponsorship opportunities.

Skills

Budgeting

A/V proficiency

Communication

Time management

Vendor negotiation

Tools

CRM system

Registration platform

Microsoft Office

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.

The salary range (or hiring range) for this position has been established at: $100,000 - $110,000.00

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.

Essential functions and responsibilities for this position include:

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 contractors as needed.

Budget and Financial Analysis

• 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.

Meeting Coordination

• 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.

Administrative Services

• 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.