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Conference Planner Assistant(Part-Time)

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Location
Bethesda, MD
Job Type
Contract
Date
May 17, 2017
Job ID
2480285
Position:  Conference Planner Assistant (Part-Time, Project based)

Company:  Small, but rapidly growing government contractor specializing in research, writing, committee and project management, meeting planning, and scientific review and planning services.

Location:  HQ in Bethesda, MD. All meetings are local to the WDC area.

Hours / Schedule:  Project based, complete one meeting at a time. Meetings scheduled over the next 3-6 months. 

Pay Rate: $25-30/hour, based on experience.

Job Description:   Seeking an intermittent part-time Conference Assistant to provide logistical and general administrative support for multiple meetings convened by various Federal agencies. The ideal candidate must be well organized, detail oriented, customer service orientated, able to juggle multiple competing demands, and exhibit grace under pressure. 

Responsibilities include:

Meeting registration activities to include:
  • Developing databases and meeting websites (e.g., using EventRebels registration software) to include pertinent program information; Processing/tracking online registrations; and
  • Preparing/running intermittent and final registration reports. Preparing meeting materials to include:
  • Formatting, producing, and duplicating meeting materials (i.e. meeting handouts, flash drives, signage, name/table tents, name badges, lunch/dinner signup sheets, and taxi request forms, etc.)
  • Compiling/distributing onsite materials (i.e. folders, binders, etc.). Maintaining meeting supplies to include:
  • Devising and maintaining a meeting supplies inventory;
  • Procuring meeting supplies, as needed; and
  • Packing and shipping materials and supplies to meeting facility.
Providing general meeting assistance to include:
  • Conducting research on meeting locations, including area attractions, local transportation, etc.;
  • Conducting internet research and soliciting bids from vendors, as instructed;
  • Tracking hotel reports, such as rooming lists and pickups, and providing ongoing updates;
  • Preparing and distributing reminder notices to meeting participants (i.e. registering for meeting, booking lodging, etc.);
  • Coordinating speaker audiovisual requirements and preparing final list of required equipment;
  • Compiling a listing of registered participants requiring special accommodations;
  • Assisting with coordinating travel (i.e. air/hotel) arrangements for staff and supported participants and ensuring compliance with all applicable Federal regulations and contract requirements; and responding to inquiries received by phone, e-mail, and/or fax.

Onsite Meeting Support:

Assisting with meeting arrangements and logistics to include:
  • Processing/tracking online registrations
  • Preparing/running intermittent and final registration reports. Preparing meeting materials to include:
  • Reviewing and duplicating meeting materials (i.e. meeting handouts, flash drives, signage, name/table tents, name badges, lunch/dinner signup sheets, and taxi request forms, etc.)
  • Participating in pre-planning progress meetings with staff and pre-conference meetings with hotel/venue staff;
  • Addressing deficiencies in room setup
  •  Unpacking and setting up materials onsite

Providing onsite registration and staffing support to include:
  • Serving as an information resource, which entails being knowledgeable about the meeting and surroundings (i.e., where key functions are being held, where the bathrooms are located, when the next sessions are, how to get parking validated, wifi access code, etc.)
  • Setting up presentation computer and audio recorder and operating A/V equipment, as requested.

Assisting with meeting registration set-up and procedures to include:
  • Setting up and maintaining cleanliness and order at the registration desk;
  • Setting up meeting signage to offer turn by turn directions;
  • Facilitating onsite registration and production of name badges
  • Greeting participants and distributing onsite materials
  • Assisting participants and client agency personnel, as needed.
  • Compiling/distributing onsite materials (i.e. folders, binders, etc.). Maintaining meeting supplies to include:
  • Devising and maintaining a meeting supplies inventory;
  • Procuring meeting supplies, as needed
  • Packing and shipping materials and supplies to meeting facility.

Providing general meeting assistance to include:
  • Conducting research on meeting locations, including area attractions, local transportation, etc.;
  • Conducting internet research and soliciting bids from vendors, as instructed;
  • Tracking hotel reports, such as rooming lists and pickups, and providing ongoing updates;
  • Preparing and distributing reminder notices to meeting participants (i.e. registering for meeting, booking lodging, etc.);
  • Coordinating speaker audiovisual requirements and preparing final list of required equipment
  • Compiling a listing of registered participants requiring special accommodations;
  • Assisting with coordinating travel (i.e. air/hotel) arrangements for staff and supported participants and ensuring compliance with all applicable Federal regulations and contract requirements; 
  • Responding to inquiries received by phone, e-mail, and/or fax.
  • Participating in pre-planning progress meetings with staff and pre-conference meetings with hotel/venue staff;
  • Addressing deficiencies in room setup;
  • Unpacking and setting up materials onsite.
  • Providing onsite registration and staffing support to include:
  • Serving as an information resource, which entails being knowledgeable about the meeting and surroundings (i.e., where key functions are being held, where the bathrooms are located, when the next sessions are, how to get parking validated, wifi access code, etc.); and
  • Setting up presentation computer and audio recorder and operating A/V equipment, as requested.
  • Assisting with meeting registration set-up and procedures to include:
  • Setting up and maintaining cleanliness and order at the registration desk;
  • Setting up meeting signage to offer turn by turn directions;
  • Facilitating onsite registration and production of name badges;
  • Greeting participants and distributing onsite materials; and
  • Assisting participants and client agency personnel, as needed.
Qualifications:
  • Bachelor’s degree
  • Minimum of 1 to 2 years of experience in event planning environment and/or administrative support
  • Excellent verbal and written communication skills
  • Proficiency with Microsoft Office Suite
  • Excellent organizational skills and ability to prioritize and coordinate multiple activities in a fast-paced environment requiring attention to detail
  • Maintains a positive attitude and strong commitment to client satisfaction
  • Ability to work in a virtual team environment with minimal supervision
  • Candidate must be able to pass a background/credit investigation
  • Knowledge and experience with Federal contracting a plus
  • Knowledge of conference planning software a plus