Conference planner job description

JBS is seeking a highly conscientious and experienced Meeting/Conference Planner. The Meeting/Conference Planner must be a team player and be willing to go the extra mile to ensure flawless execution of clients' meetings and events, in person and virtual. The individual must be extremely detail oriented, have strong communication skills, and work well with customers and support team members. The Meeting Planner is knowledgeable about all aspects of the Federal Travel Regulations and provides onsite and virtual meeting/conference support on a company-wide basis to a variety of government contracts. Contracts may use the full array of meeting planning services or a combination of tasks. In addition to the listed job functions, the Meeting/Conference Planner may be required to train others in basic logistics, JBS policies and procedures, and/or government rules/regulations related to meeting planning, to project staff who wish to plan their own meetings or book hotel accommodations for staff, consultants, or subject matter experts. The Meeting/Conference Planner will be expected to prepare budgets upon request for meetings.

Location: North Bethesda (position requires onsite attendance of meetings convened at JBS headquarters and at client sites in the DC/Metro area)
ESSENTIAL JOB FUNCTIONS:

* Participate in pre-planning activities and meetings with clients, other agencies, and JBS project staff.
* Prepare meeting/conference planning timelines.
* Assist with developing agendas (e.g., scheduling sufficient time for events, set-up/transition from plenaries to breakouts, etc.).
* Negotiate with and secure presenters as needed.
* Survey potential onsite meeting venues to determine availability and alignment within contract guidelines, requirements, and budget per meeting or event; negotiate with and secure sites and contracts with meeting facilities, hotel rooms, caterers, audio-visual equipment, and other vendors.
* Work with the JBS travel agent to assist with attendee travel arrangements.
* Contribute to the development of detailed budgets for assigned meetings, monitor budget execution throughout the meeting period to ensure adherence with all Federal Travel Regulations, and participate in monthly budget reviews.
* Prepare and process refunds, speaker/meeting participant Honoraria payments, and travel reimbursements in accordance with Federal Travel Regulations (tracking status carefully from submission to payment) and perform other administrative financial post-conference tasks.
* Manage onsite meeting/conference staff, organize and oversee onsite registration, and work with venue staff to ensure delivery of contracted services.
* For virtual meetings, determine digital event hosting platforms, load presenters' slides in advance, pre-set breakout rooms, conduct trial runs prior to the meeting, and monitor for any technical difficulties throughout the meeting.
* Complete post-event tasks to include evaluation and followup with the hotel and meeting attendees.
* Respond to client, presenter, participant questions and problems that occur before, during, and after an event.

MINIMUM JOB QUALIFICATIONS:

Education: High School Diploma and current Certified Meeting Planner (CMP) certification

Language: English fluency (oral and written)

Experience:

Minimum of 5 years of meeting planning experience with government agencies

Experience negotiating, managing and oversight of vendors is required.

Demonstrated ability to produce in person and virtual events/conferences including experience with digital event hosting platforms, web content uploading and mobile apps

Knowledge: Working and coordinating with vendors; knowledge of vendor contracts and negotiation process.

Soft Skills: Ability to multi-task; communicate effectively; strong time management ability; negotiation skills; ability to trouble shoot issues/problems quickly and calmly. Must be flexible and able to change directions quickly. Must be proactive and think quickly. Excellent oral and written communication skills. Must be able to effectively interact with members, staff, and external contacts. Ability to work independently and collaboratively across teams.

Software Proficiency: Knowledge of Microsoft Office and digital hosting platform.

PREFERRED JOB QUALIFICATIONS:

Education: Bachelor's Degree preferred; Certified Government Meeting Professional (CGMP) or Project Management Professional (PMP) certification highly preferred.

OTHER DUTIES AS ASSIGNED: This position description should not be construed to imply that these requirements are the exclusive standards of the position nor will it be the sole basis for any subsequent employee evaluations. Incumbents will follow any other instructions and perform any other related duties as may be required by their supervisor.

This position is subject to availability of funds and to any and all restrictions contained in the contract or contracts that provide funding for this position.

APPLICATION INFORMATION:

If you meet the minimum requirements for this position, please click on the "Apply" link posted below and complete the application. Please include a cover letter, resume, and at least three (3) professional references.

Our company is an equal opportunity/affirmative action employer. Applicants can learn more about the company's status as an equal opportunity employer by viewing the federal "EEO is the Law" poster at EEOPost.pdf.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected Veteran status.

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• We encourage and help pay for continuing education to help advance our employees careers.
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• We provide training to help staff improve and advance, including their leadership, writing, and presentation skills.
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• AISC offers a Cadillac health plan, currently paying 80% of premiums. The Paid Time Off available is hefty including what AISC calls 'Whatever Days', time off to use for whatever the employee chooses.
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• We offer a hybrid work environment, allowing employees the option to work from home two days per week and from our beautiful headquarters office overlooking Millennium Park (for our Illinois-based positions).
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Summary:

The Conference Planner plays a significant role in the implementation of NASCC: The Steel Conference. In addition, the Conference Planner handles logistics for all AISC/NSBA trade show involvement and manages all planning aspects for AISC special events.

Responsibilities related to NASCC: The Steel Conference:

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• Facilitate relationships with service vendors and industry contacts (especially Freeman and MCI)
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• Manage Freeman components of the show (e.g., graphics, signage, structures, reg layout, specifications, floorplans, freight, etc.)
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• Develop the online exhibitor services kit
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• Partner with the communications department to build and maintain the conference website
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• Oversee the development of the mobile app
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• Handle planning logistics for events as assigned by the Director of Meetings and Conferences (e.g., membership reception, DEI reception, staff dinner, etc.)
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• Partner with registration and housing partners, MCI USA, to set up and manage attendee and exhibitor registration and housingwebsites (including all confirmation correspondence and marketing email blasts)
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• Organize on-site registration staffing schedule and assign responsibilities
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• Manage exhibitor workshop and product demo logistics and advertising
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• Lead team effort to design and develop awards displays
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• Lead team effort to design AISC booth
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• Manage booth duty scheduling
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• Manage logistics of the SSBC Bridge Display
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• Organize food and beverage orders for AISC booth and staff offices
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• Work with production coordinator and sponsors to order sponsorship items (e.g., conference bags, water bottles, key cards, lanyards, etc.)
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• Manage staff freight to/from the conference
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• Organize and conduct staff orientation before the conference
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• Manage speaker reimbursement process
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• Supervise temporary registration specialist (Dec-April/May)
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• Travel with the Director of Meetings and Conferences for pre-planning visits
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General duties and responsibilities unrelated to NASCC: The Steel Conference:

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• Supervise Meeting Coordinator
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• Oversee the planning of the Future Leaders Ideas Lab
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• Handle logistics involved with AISC and NSBA booths at various tradeshows (e.g., booth design, booth set-up, publications/supplies/giveaway orders, shipping, registration, invoices, etc.)
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• Offer on-site assistance at various tradeshows as needed
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• Handle the planning logistics for all staff outings and special events
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• Serve as on-site support for meetings and special events as needed
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• Manage the planning logistics of SteelDay events and other special functions
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• Support Director of Meetings and Conferences with other tasks, as assigned
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Qualifications:

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• Highly motivated, detail- and team-oriented self-starter with the ability to manage multiple simultaneous projects
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• Excellent oral and written communication, time management, conflict resolution, problem-solving and project management skills
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• Knowledge of event planning and tradeshow logistics
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• Must be highly flexible, proactive, and self-motivated
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• Ability to travel. A typical year requires 10-15 trips, but some years require more
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• Proficient in Google Workspace
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Education and/or experience:

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• Bachelor's degree (hospitality major preferred)
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• Experience with negotiating event contracts
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• 3-5 years of conference/meeting planning experience required
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• CMP certification, or working toward CMP certification, is required
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