Job Details

Cape Fox Shared Services and Saxman One is seeking a Meeting/Conference planner to join our team supporting the Department of Justice (DOJ) 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

Cape Fox Corporation, its subsidiaries and affiliates provide equal employment opportunities to all persons and prohibit employment decisions on the basis of race, religion, color, creed, national origin, sex, age, disability, political affiliation, protected veteran status, or sexual orientation. Cape Fox Corporation, its subsidiaries and affiliates offer preference to Cape Fox Corporation shareholders, descendants and other Native Americans pursuant to Public Law 100-241. 

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