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

Education/Experience

Bachelor degree preferred
3+ years previous meeting/event support (Government experience preferred)
CMP or CGMP certifications preferred
Ability to receive and maintain a government issued security clearance
Strong written and oral communication skills, organizational skills, and attention to detail.
Self-motivated with minimal oversight
Computer skills including Microsoft Word, Excel, PowerPoint, and Outlook

SaxmanOne ( A Cape Fox Company )

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Meeting/Conference Planner