Event and Meetings Specialist
Fairfax VA Contract To Hire Mar 15, 2023
Employment Enterprises, Inc. is supporting a full-service event management company and is seeking an Events and Meetings Specialist. You’ll be responsible for managing the full life cycle of meeting planning for assigned clients. You’ll report to the Associate Director, Meeting Logistics or Senior Meetings Manager.
Events and Meetings Specialist Responsibilities:
  • Coordinate and execute all phases of meeting planning for assigned meetings ranging from 500 attendees to 1,500 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; reviewing/approving BEOs and resume/event plan from facility.
  • 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 onsite execution of assigned meetings.
  • Collaborate internally with other departments, i.e., registration, housing and exhibit sales/operations, to successfully execute full-service client meetings.
  • Travel on behalf of the client as required for site visits and onsite execution of meetings.
  • Train Meeting Specialists and Meeting Coordinators.
  • Maintain historical files for all assigned meetings including final budget recap, function book, and post-show notes.
  • Perform other duties as assigned.
Events and Meetings Specialist Qualifications:
  • BA or BS degree preferred
  • Experience in planning, negotiating, coordinating and executing association and/or corporate meetings ideal.
  • CMP a plus, but not required
  • Direct work experience planning multiple meetings per year, simultaneously
  • Experience working with associations preferred
  • Familiarity with medical meetings a plus
  • Strong proficiency with Microsoft Word, Excel, Outlook, and PowerPoint. Experience with databases (Access preferred) is helpful
  • 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
  • Team player with the ability to collaborate effectively with others, share ideas, and assist other department members on projects as needed
  • Highly skilled at conflict resolution, problem solving, and tactfully providing recommendations and advice to assigned clients

What we offer:
  • 401K retirement plan
  • Medical and dental benefits for qualifying professionals
  • Flex spending account
  • Credit Union Membership
  • Voluntary Supplemental Insurance

Our Equal Employment Opportunity Policy: Employment Enterprises, Inc. is an equal employment opportunity employer. We recruit, employ, assign, train, compensate and promote without regard to race, color, sex, age, disability, religion, national origin, marital status, sexual orientation, ancestry, U.S. Veteran status, or any other protected category under applicable law.”