Clearance Jobs
Conference and Event Support Specialist
Clearance Jobs, Chantilly, Virginia, United States, 20153
Conference and Event Support Specialist
We are seeking a highly organized and detail-oriented Conference and Event Support Specialist who is responsible for the day-to-day coordination and technical support of conference rooms, meeting spaces, and event facilities. This role plays a critical part in ensuring seamless scheduling, setup, technology readiness, and customer service for both internal and external events hosted at the conference center. Primary Responsibilities: Lead the end-to-end planning and execution of meetings and events including conferences, workshops, off-sites, and client engagements. Coordinate all logistical elements: venue scouting, site inspections, travel planning, registration, catering, A/V, dcor, security, and guest services. Develop and issue Requests for Proposals (RFPs) to venues and vendors; evaluate responses, negotiate terms, and finalize contracts. Oversee budget development, forecasting, tracking, and reconciliation in alignment with financial goals. Manage vendor relationships and performance, ensuring delivery of high-quality services on time and within budget. Ensure a seamless guest experience through proactive planning, clear communication, and exceptional attention to detail. Collaborate with internal and external stakeholders to align event objectives, branding, and messaging. Utilize event management and registration platforms to streamline logistics, reporting, and attendee engagement. Provide guidance and coaching to junior team members or administrative staff involved in event planning. Conduct post-event evaluations and report on successes, issues, and recommendations for improvement. Basic Qualifications: TS/SCI w/ Poly Clearance is required 48 years of relevant experience in meeting or event planning, logistics coordination, or program management. Demonstrated success managing multiple complex events simultaneously. Strong understanding of event budgeting, cost controls, and vendor contract management. Excellent communication, negotiation, and problem-solving skills. Proficient in event management platforms (e.g., Cvent, Eventbrite, Bizzabo), Microsoft Office Suite, and project tracking tools. Ability to travel for on-site event support as needed. Preferred Qualifications: Experience managing events in corporate, government, or highly regulated environments. Deep understanding of venue contracts, catering services, and A/V production requirements. Familiarity with event marketing principles and tools. Knowledge of forecasting, workforce planning, or long-term strategic event portfolio management. Experience leading or mentoring a team of planners or support staff. Working knowledge of DEI best practices for inclusive events.
We are seeking a highly organized and detail-oriented Conference and Event Support Specialist who is responsible for the day-to-day coordination and technical support of conference rooms, meeting spaces, and event facilities. This role plays a critical part in ensuring seamless scheduling, setup, technology readiness, and customer service for both internal and external events hosted at the conference center. Primary Responsibilities: Lead the end-to-end planning and execution of meetings and events including conferences, workshops, off-sites, and client engagements. Coordinate all logistical elements: venue scouting, site inspections, travel planning, registration, catering, A/V, dcor, security, and guest services. Develop and issue Requests for Proposals (RFPs) to venues and vendors; evaluate responses, negotiate terms, and finalize contracts. Oversee budget development, forecasting, tracking, and reconciliation in alignment with financial goals. Manage vendor relationships and performance, ensuring delivery of high-quality services on time and within budget. Ensure a seamless guest experience through proactive planning, clear communication, and exceptional attention to detail. Collaborate with internal and external stakeholders to align event objectives, branding, and messaging. Utilize event management and registration platforms to streamline logistics, reporting, and attendee engagement. Provide guidance and coaching to junior team members or administrative staff involved in event planning. Conduct post-event evaluations and report on successes, issues, and recommendations for improvement. Basic Qualifications: TS/SCI w/ Poly Clearance is required 48 years of relevant experience in meeting or event planning, logistics coordination, or program management. Demonstrated success managing multiple complex events simultaneously. Strong understanding of event budgeting, cost controls, and vendor contract management. Excellent communication, negotiation, and problem-solving skills. Proficient in event management platforms (e.g., Cvent, Eventbrite, Bizzabo), Microsoft Office Suite, and project tracking tools. Ability to travel for on-site event support as needed. Preferred Qualifications: Experience managing events in corporate, government, or highly regulated environments. Deep understanding of venue contracts, catering services, and A/V production requirements. Familiarity with event marketing principles and tools. Knowledge of forecasting, workforce planning, or long-term strategic event portfolio management. Experience leading or mentoring a team of planners or support staff. Working knowledge of DEI best practices for inclusive events.