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Reference Number:
2101
Job Description:
Position is responsible for planning and coordination of conferences, peer reviews, and other administrative meetings including site selection, vendor selection, contract negotiations, database management/manipulation, lodging and travel. Selected candidate will also supervise meeting functions onsite and act as the primary liaison between organization staff and hotel.
Responsibilities:
- Perform hotel searches for meeting space and/or sleeping rooms
- Negotiate hotel contracts
- Generate and update rooming lists
- Work with hotel to prepare room set-up, food & beverage, and other hotel arrangements
- Set-up audiovisual arrangements as needed
- Contact all applicable vendors as needed
- Prepare logistical and confirmation letters for clients, attendees, speakers/VIPs, and vendors
- Work with clients to develop meeting materials as necessary
- Prepare reports as required by client
- Provide onsite support
- Manage the entry of data into conference database, generate reports, and perform mail merges using MS Access
- Create and process forms for registration, reimbursement, honoraria, evaluations, and other forms as needed
- Create, duplicate, and assemble conference/review materials, including name badges, tent cards, signs, packets, and other materials as requested by the client
- Correspond with clients and attendees via phone, email, fax, Federal Express, and U.S. Mail
- Arrange, facilitate, and otherwise support conference calls
- Supervise the processing and mailing of grant applications
- Arrange travel for sponsored attendees and speakers/VIPs
- Provide travel support for non-sponsored attendees as necessary
- Process invoices from vendors as necessary
- Track budget as needed
- Manage supply inventory and order as needed
- Work with IT staff to develop conference websites for logistical information and/or online registration
- Ability to lift up to 30 pounds
- Ability to work overtime including weekends
Experience Level:
2 Years
Requirements:
Minimum of 2 years government meeting planning experience, Bachelor?s degree, proficiency in Microsoft Office applications (especially MS Access), attention to detail and excellent organization skills (oral and written), high level of customer service , and able to remain calm under pressure. Travel may be required. Experience working with government peer reviews is highly desirable.
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