Job Description

• Works closely with Project Director on all contract obligations including development of budgets, negotiation of agreements and contracts, and resource management.
• Works closely with project staff and client.
• Develops and maintains work plans.
• Assists in coordination of all contract documentation such as monthly reports, work assignment final reports and written deliverables.
• Prepares reports as required by clients .
• Works with hotel to prepare room set-up, food & beverage, attendees, speakers/VIPs, and vendors.
• Assists Project Director in working with clients to develop meeting materials as necessary.
• Provides onsite meeting support.
• Performs hotel searches for meeting space and/or sleeping rooms as needed.
• Creates and processes forms for registration, reimbursement, honoraria, evaluations, and other forms as needed or delegates this task to junior staff and oversees this work.
• Oversees the ordering of necessary supplies.
• Attends planning meetings with clients as needed.
• Oversees and sets up audiovisual arrangements as needed.
• Oversees the creation, duplication, and assembly of conference/review materials, including name badges, tent cards, signs, packets, and other materials as requested by client.
• Works with Technical Producer to prepare and execute virtual meetings based on client specifications.
• Processes bills from vendors as needed.
• Prepares logistical and confirmation letters for clients, attendees, speakers/VIPs, and vendors or delegates this staff to junior staff and oversees the letters.

Qualifications

• Minimum of 4 years meeting planning (preferably with a government contractor).
• Bachelor’s degree preferred. This requirement may be waived if significant successful performance in business management can be proven.
• Possess demonstrated experience in negotiating and interacting with high-level officials and clients.
• Fluency in Microsoft Office applications required.
• Expertise in virtual platforms such as Zoom Meetings, Teams, and WebEx.

Additional Information

** Other job requirements:**

• The position requires that individuals be available to work as necessary throughout the standard workweek and often on weekends as well.
• Historically, individuals who have filled this position have worked on average anywhere from 5 to 6 weekends a year (and sometimes more) and may have to travel to distant client sites in order to do so.
• The weekend work often involves conferences (typically out of state) where a substantial amount of work is performed on Fridays and Saturdays. Job tasks include getting ready for the conference; troubleshooting with clients; and addressing other issues that may arise.

Physical demands and work environment:

• Physical demands: While performing duties of job, employee is occasionally required to stand; walk; sit; use hands to handle objects and documents; reach with hands and arms; talk and hear. Employee may occasionally lift and/or move up to 40 pounds. Specific vision abilities required by the job include close vision. Employee may use office equipment such as telephone, computer, computer software, calculator, printer, copier, and facsimile.
• Work environment: Employees are not substantially exposed to adverse environmental conditions. The noise level in the work environment is usually moderate

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities and skills required of employees so classified.