Senior Meetings Manager at Spargo Inc – Fairfax, Virginia

Senior Meetings Manager | Logistics

Hybrid Position based in Reston, VA 20191 | Currently – 2 days in office and 3 days remote

SPARGO, Inc. is a full-service event management company, offering a suite of services that support the production of trade shows, conventions, conferences, symposiums, and seminars.

Benefits

Summary:

As a Senior Meetings Manager at SPARGO, you will take ownership of assigned client accounts and lead strategic, full-lifecycle meeting planning for large-scale events (1,500–5,000 attendees) as well as smaller meetings for niche subject matter experts (200-500 attendees). The ideal candidate is a proactive leader who excels at client engagement, operating within a team, and executing tasks independently. You will build lasting client relationships, drive cross-functional collaboration, and deliver stellar events that exceed expectations.

Key Responsibilities

Client Leadership & Account Management

Serve as primary client liaison, leading regular status meetingsDevelop and maintain strategic relationships with client staff and event vendors, understanding the client’s goals and translating them into event deliverablesProvide expert guidance on meeting design, best practices, and industry trendsAnticipate client needs, address challenges, and offer proactive solutionsManage multiple meetings simultaneously, demonstrating strong organization and attention to detailMake critical decisions autonomously, escalating issues when necessary

Cross-Functional Team Collaboration

Collaborate seamlessly with internal department colleagues to accomplish tasks and avoid functional silosSupervise direct report, if applicable, providing clear delegation of tasks, training, and mentorshipWork closely with account managers in adjacent departments, including registration, housing, and exhibitsFoster open communication and transparency, sharing insights, challenges, and successes to cultivate a supportive, collaborative culture

Event Planning & Execution

Create and manage comprehensive project timelines, ensuring milestones and deliverables align with client expectationsLead all planning phases: budget development and monitoring, RFP issuance through contract negotiation, facility/venue and vendor management, onsite delivery, and post-event recap and reconciliationCoordinate internally with other SPARGO departments, i.e., registration, housing, and exhibit sales/operations to successfully execute full-service client meetingsManage housing (in some instances) to include preparing subblock(s) and weekly pick-up reports, assigning concessions and comps, and submitting rooming listPerform other duties as assigned

Speaker Management

Prepare and issue speaker invites, notification emails, and logistical email templatesCollect presentations, scripts, headshots, bios, release forms, travel details, etc. and follow up with speakers as needed on missing materialsGreet speakers/presenters onsite and work with AV team as needed on uploading PPTsIssue any post-event communications e.g., thank yous and reimbursement instructions

Onsite Leadership & Travel

Represent SPARGO on-site during events, ensuring seamless execution and client satisfactionTravel up to 35% annually, including early mornings, evenings, and occasional weekends

Qualifications

Experience: 5+ years of direct experience planning corporate or association meetings (1,500–5,000 attendees)Leadership: Proven track record leading client-facing teams and managing strategic accountsCommunication: Exceptional interpersonal, negotiation, and presentation skills; comfortable leading high-level client meetingsTechnical: Proficient in Microsoft Office suite; experience with project management tools (e.g., Smartsheet) and event databases (e.g., CVENT, Access) a plusCertification: CMP certification preferred or ability to obtain within 12 monthsEducation: BA/BS or equivalent professional experienceInternational Experience: Prior experience managing meetings or events internationally is a plus