Meeting, Convention, and Event Planners Jobs Near Me in 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

Casual Work Environment
100% Company Paid Medical (choice of 3 plans), Dental and Vision for Employee
Available FSA or HSA account
100% Company paid Basic Term Life and AD&D Insurance
100% Company paid Long Term Disability Insurance
AFLAC is Available
401(k) Plan
Paid Sick and Vacation Leave Summary:

This position assumes a strategic relationship with assigned clients and is responsible for managing the full life cycle of meeting planning for assigned meetings. The individual must be detail-oriented, proactive, and capable of working independently and as part of a team. Extensive organizational, project management, fiscal management, and communication skills are required. This position reports to the Director, Meeting Logistics.

Essential Duties and Responsibilities (in order of importance):

Coordinate and execute all phases of meeting planning for assigned meetings ranging from 150 attendees to 30,000 attendees including but not limited to: issuing RFPs through contract negotiation; budget preparation, monitoring and reconciliation; facility/venue and vendor management; gridding meeting space and coordinating space requests from staff and affiliates; generating and maintaining detailed meeting specifications, floor plans, catering grids, and other critical planning documents; reviewing/approving BEOs and resume/event plan from facility; and providing on-site support for all assigned meetings.
Communicate with clients, facilities and vendors on a regular basis via email, conference calls and face-to-face meetings.
Create, manage, and adhere to detailed planning timelines.
Prepare detailed and accurate meeting specifications and other documents necessary for the advanced planning and on-site execution of assigned meetings.
Collaborate internally with other SPARGO departments, i.e., registration, housing, and exhibit sales/operations to successfully execute full-service client meetings.
Travel on behalf of SPARGO as required for site visits and on-site execution of meetings.
Remain current and knowledgeable about the meetings industry through participation in industry associations (PCMA, ASAE, MPI), attendance at industry events, and participating in programs eligible for continuing education credits.
Maintain historical files for all assigned meetings including final budget recap, function book, and post-show notes.
Perform other duties as assigned.

Qualifications (computer & communication skills, training, certification, etc.):

Strong proficiency with Microsoft Word, Excel, Outlook, and PowerPoint. Experience with

databases (Access preferred) is helpful. Hold current CMP certification or possess ability to sit for CMP exam within 12 months of hiring.

Excellent interpersonal, organizational/project management, and communication skills are essential with a focus on the ability to work independently; the capacity to handle competing tasks in a fast-paced environment; the aptitude to effectively monitor and report on deliverables; and the ability to remain positive and productive in demanding situations.

Diligent work habits and continual attention to detail in composing, editing and proofing

materials, establishing priorities and meeting deadlines. Superior business writing skills, excellent judgement, and professional discretion with information is required.

Demonstrated tact and diplomacy skills with the ability to interact and communicate effectively with individuals at all levels, both internally and externally with clients and vendors.

Highly skilled at conflict resolution, problem solving, and tactfully providing recommendations and advice to assigned clients.

Team player with the ability to collaborate effectively with others, share ideas, and assist other department members on projects as needed.

Education and/or Experience:

BA or BS degree desired or equivalent experience.

Minimum 5+ years’ direct work experience in planning, negotiating, coordinating and executing association and corporate meetings up to 30,000 attendees.

Direct work experience planning multiple meetings per year, simultaneously.

Experience working with associations preferred.

Familiarity with medical meetings a plus.

Strong business acumen, financial management and negotiation skill.

Ability to develop and maintain relationships with clients and industry contacts.

Travel Required: Approximately 15%. During site visits and the on-site execution of meetings, early

morning and evening hours as well as weekends may be required. During high volume planning periods, longer hours may be required.

FLSA Status: Exempt

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