Jr Meeting Planner

Job Description

Junior, Meeting Planner - Serves as meeting planner/travel clerk supporting a government contract. Must have three years of meeting planning experience to include: hotel contract negotiations, onsite set-up and breakdown, F&B, travel/expense reimbursement based on Federal Travel Regulations. A working knowledge of the FTR is preferred. This position is remote within the DC, Maryland and Virginia area only, unless there is an onsite meeting.

Duties include but are not limited to the following tasks:

• Previous experience with on-site meeting management including set-up, registration, venue logistics, audio/visual need and F&B.
• Conduct site visits of hotels, negotiate hotel contract and prepare documents for contract approval.
• Ability to support virtual, hybrid and in person panel review meetings including in-person meetings in the Crystal City, office and locally.
• Serves as liaison between meeting participants and company’s travel agency
• Ability to meet deadlines, and manage multiple meeting assignments.
• Excellent oral and written communication skills, effective trouble-shooting skills, and good judgment
• Prepare purchase order request, and track invoices.
• Process travel reimbursement expenses according to government travel regulations.
• Negotiate F&B based on prevailing government per diem.
• Negotiate meeting space and audio-visual requirements with venue.
• Preparation of meeting materials, , orientation presentation, name badges/table tents, electronic meeting folders, and welcome letters.
• Prepare and review expense reports, honorarium, and other documents.
• Strong attention to details, strong organizational skills.
• Proofread all materials prior to distribution
• Ability to travel up to 25-30% of the time (can vary based on time of year).
• The ability to lift and move boxes up to 25 pounds.
• Positive demeanor and ability to work in a fast-paced environment.
• Excellent interpersonal skills; strong collaborations skills; as this positon requires communications with clients on a daily basis.
• Working knowledge of Cvent and meeting registration module.
• Maintain appropriate electronic files, physical files, and other records pertaining to meetings.
• Work closely with and report directly to the Manager, Travel and Events.
• Other duties/responsibilities as assigned

Requirements

Requirements

• 3-5 years meeting planning experience. Panel review meetings preferred.
• Contract negotiations skills, FTR experience.
• Excellent oral and written communication skills