Meeting/Conference Planner

Cape Fox Shared Services and Saxman One is seeking a Meeting/Conference planner to join our team supporting the Department of State and various contracts.

Essential Functions and Responsibilities

Program Administration

• Understand government rules and regulations with regard to meetings.
• 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 levels
• 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 meetings simultaneously
• Locate meeting facility, conduct site visits where necessary, and negotiate contracts with facilities and vendors.
• Assist with technical agenda development
• Coordinate with facility to ensure complete and accurate execution
• 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
• Understand and problem solve internal A/V equipment

Administrative Services

• Travel coordination
• Compose and prepare correspondence
• Make travel arrangements for attendees as necessary.
• Create and administer meeting database
• Coordinate to create and design 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
• Other duties as assigned by supervisor