General Description:

Under the general guidance of the Director of Training & Events, the Meeting Planner will have an important role in a department producing 100-150 mainly virtual, with several hybrid events per year. This is an exempt position.

Duties and Responsibilities:

Event Management

Work closely with the Director on all events from initial design and pre-planning stages through execution and follow-up.

Manage the logistics during the event planning process, including:

• Event timelines and checklists;
• Attendee communications, including registration/RSVPs, attendee dietary restrictions and special needs, and messaging on the training registration platform;
• Track payments and follow up with unpaid registrants;
• Function space allocation and room set-ups, AV equipment;
• Speaker coordination and technical support;
• Proofreading and producing slides, nametags, handouts, and other materials;
• Ensure correct number of polls, enter into Zoom, and track timing for CPE credit;
• Continuing education credit coordination;
• On-site set-up and supervision;
• Room block management;
• Food & Beverage selections and review Banquet Event Orders;
• Virtual and in person event host and technical lead;
• Send preliminary survey results to speakers within one business day; and
• Post-event attendee follow-up.

• Develop and manage event budgets, track expenses during the planning process, and complete event summaries with final expenses within one week of event conclusion.
• Maintain a detailed electronic filing system for all events.
• Provide feedback and make recommendations for better efficiencies involving the meetings logistics and communication process; seek and suggest possible solutions in order to ensure effective outcomes.
• Serve as lead and/or primary backup for event production.

General / Marketing Activities

• Assist in maintaining, developing and leveraging Firm client/prospect mailing lists.
• Participate in team strategy sessions regarding programming and scheduling.
• Coordinate the shipment of marketing materials for off-site events.
• Assist with the private/dedicated training intake process.
• Build courses in the LMS as needed.
• Other duties as assigned.

Experience / Qualifications

• Bachelor’s degree in Marketing, Business, Hospitality, or a related field required.
• CMP or DES preferred.
• Minimum 3-5 years of event planning experience, preferably in professional services or associations.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint) required.
• Skilled in production of events using Zoom Meetings and Zoom Webinar or similar virtual meeting software required.
• Ability to work independently as well as on a team.
• Strong oral and written communication skills with proven track record interfacing with partners, clients, and other stakeholders.
• Excellent attention to detail and ability to multitask.
• Exhibits grace under pressure.
• Ability to multi-task in a fast-paced environment with shifting priorities and deadlines.
• Reside in the Washington, DC, metro area and be willing to be in the office a minimum of four days per week.