Growing professional services firm based in Chevy Chase, MD, seeks a full-time Conference Coordinator to join their dynamic Conference team
Hours/Schedule: Full-time, flexible
Job Type: Direct Hire
Location Requirements: Hybrid , onsite 1 x weekly in their Chevy Chase office , onsite for conferences as needed
Rate: 65k-75k, excellent benefits
Job Description: This role will support all facets of logistics planning for virtual, hybrid, and in-person events of various sizes. The Conference Coordinator is responsible for executing events from conception through completion.
Responsibilities:
- Host kickoff and recurring planning calls with clients to understand event requirements, strategize, offer guidance, and share project timelines to ensure successful execution of events.
- Prepare and disseminate RFPs to identify venues for sleeping rooms and function space; negotiate favorable contract terms; and submit venue contracts for execution.
- Coordinate and negotiate vendor agreements for event related services (audiovisual, food and beverage, materials, ancillary services, etc.).
- Draft travel logistics information and disseminate to attendees, speakers, and sponsored travelers.
- Make travel arrangements for sponsored attendees (air, ground, lodging, etc.).
- Process reimbursement and honoraria in accordance with client and/or corporate guidelines.
- Develop meeting websites, online registration, and virtual environments.
- Manage speaker communications, including logistics information, registration, and collection of bios and presentation materials.
- Develop and/or provide quality control of meeting materials (name badges, table tents, agenda, print collateral).
- Communicate with attendees including distribution of save the dates, invitations, logistics information, and post-event surveys.
- Track, monitor, and reconcile event expenses.
- Develop Run of Show for live-event support.
- Provide onsite support (venue and vendor liaison, registration, emergency preparedness, and ad hoc activities, as needed).
- Provide virtual event support (research platforms, provide attendee instructions, coordinate captioning and transcription, host dry runs, and manage attendee experience).
- May perform other job duties as assigned.
Qualifications:
- Bachelor’s degree from an accredited university (or equivalent related experience).
- Minimum of 3+ years event planning experience for a professional organization (at least 2+ years for Federal clients).
- Experience with event management platforms and registration software (Cvent, Gather, Zoom, MachForm, Jotform, Eventbrite, or similar).
- Strong organizational skills and ability to prioritize and complete multiple tasks simultaneously, on time, and with limited oversight.
- Meticulous attention to detail.
- Strong verbal and written communication skills.
- Strong critical thinking and problem-solving skills.
- Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and Adobe.
- Ability to research, adapt, and implement new technologies quickly.
- Ability and willingness to work periodic weekends and early morning/late evenings to meet deadlines and provide onsite support.
- Legal authorization to work in the U.S.
Preferred Skills and Experience:
- CMP/CGMP certification
- Knowledge of Federal Travel Regulation and/or experience coordinating Federal travel
FlexProfessionals respects and seeks to empower each individual and support the diverse cultures, perspectives, skills and experiences of its candidate network. FlexProfessionals does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. The candidates whose resumes are shared with our business clients are selected on the basis of qualifications, merit, and business need.
