Open Position - Meeting Coordinator

Location: Arlington, VA

Meeting Coordinator Job Description:
The Meeting Coordinator will assist the conference planning team in the execution of all activities such as small to large scale conferences, general management meetings,
senior level board meetings, executive retreats, and participation in government-related trade shows and exhibits. Coordinator will work under general supervision and direction of a senior supervisor.

Qualifications
-Minimum 3 years of related experience in the meeting industry.
-Experience in the government or military meetings industry a plus.

Major Tasks, Responsibilities, and Key Accountabilities
-Ensure all planning is done in accordance with current and applicable regulations.
-Assist in the logistical planning of client events including
agenda/program development, meeting specifications, air and ground transportation arrangements, adherence to timing and action plans, registration and housing processes, and audiovisual/technical needs.
-Travel order management and reconciliation.
-Research and recommend appropriate meeting sites and activities that support objectives.
-Assist in the development of detailed meeting specifications including daily setup requirements, food and beverage requirements,audio-visual requirements, corresponding floor plans, timeline, audience profile, attendee administrative instructions and budget for all assigned activities.
-Coordinate pre-planning meetings with project team, compose
detailed meeting notes, and disseminate appropriately.
-Track meeting and event expenditures to stay within or below established budget.
-Track attendance, registration, hotel history, and attendee
satisfaction.
-Prepare status reports on group activities, such as meeting
statistics and metrics.
-Coordinate with all vendors to ensure services and materials are professional and appropriately reflect company standards.
-Provide professional onsite management of meetings and events
-Complete post-event tasks to include reconciliation of expenses,evaluation of vendors and event, and report out on meeting results.

Required Knowledge, Skills, Abilities, and Competencies
-Ability to work flexible hours (minimum 0800-1700 Monday-Friday)
-Travel is required (25%)
-Knowledge of meetings industry standards and practices
-Ability to work well under pressure and multi-task competing
projects
-Highly organized
-Extreme attention to detail
-Ability to work in a team environment as well as independently
-Problem-solving and analytical skills
-Verbal and written communication skills including active listening and questioning skills
-Ability to implement standardized operating procedures and follow directions
-Advanced computer literacy with Excel, Word, Outlook, PowerPoint and Internet

Relocation: None

Salary: Commensurate with experience

Interested parties should send resume, references, and salary history to This e-mail address is being protected from spam bots, you need JavaScript enabled to view it .