Meeting Planner

Position Summary

The NDIA meeting planner is responsible for all aspects of assigned meetings, conferences, and events within guidance provided by the Director.

Major Responsibilities

• Responsible for site selection, including coordination with venue on logistics, speakers, on-site management.
• Perform site visits and participates in venue negotiations for space, services and catering to support assigned meetings.
• Manage event marketing to include mass email and mail functions, , call-for-papers, meeting brochures and agendas, marketing postcards, conference proceedings, website management and maintenance, awards management, ‘house ad’ materials for placement in National DEFENSE magazine and additional publications and other similar media as requested.
• Oversee customer service, display/exhibit registration and management, sponsorship sales and fulfillment, post-conference administrative and financial actions, formatting and posting of proceedings, and other administrative and logistics actions required to ensure a successful event.
• Coordinate and collaborate with exhibits team assigned manager for events the Exhibits Department supports.
• Pre-event responsibilities for assigned events to include: producing attendance data, name badges, rosters, and financial reports; and coordinating follows-up with vendors, hotels, speakers, exhibitors, Committees, Divisions and client POCs on logistics.
• Perform on-site management of assigned events to include registration, attendee/customer service fulfillment, food and beverage service delivery, audio-visual services delivery, security, local transportation, sponsorship fulfillment and display/exhibit delivery, etc. and interface between Division/client and venue support staff.
• Perform financial duties which include: contributing to development of detailed budgets for assigned meetings, monitoring budget execution throughout the year, participating in monthly budget reviews as required, processing refunds, and performing other administrative financial post-conference actions.
  
  

Qualifications, Knowledge, Skill Required

• Associate degree or equivalent education (Bachelor's degree a plus).
• Minimum 2 years’ experience in a related role within event, conference, meeting planning industry.
• Ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational
• Ability to multi-task and work closely with all levels of staff in the Association.
• Work independently on projects, from conception to completion, and ability to work under pressure to handle a wide variety of activities and confidential matters with discretion.
  
  

ADA SPECIFICATIONS

(Physical demands that must be met to successfully complete the essential functions of the job list items such as unusual work schedule, occupational risk, travel required, physical effort, environment and demands that must be met to perform the essential functions of the job.)

This position is primarily located in the Arlington, Virginia office with regular travel to external locations for setup and facilitation of meetings and special events including overnight travel and periodic overtime. This position will also require some bending and lifting.

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.