Event Planner

Job Purpose:

The Event Planner provides comprehensive conference, meeting, and event planning support for a federal client. This position is responsible for coordinating all logistical aspects of meetings, conferences, workshops, and stakeholder engagement events to ensure they are executed efficiently and professionally. The Event Planner serves as a key liaison between stakeholders, venues, vendors, and attendees while managing event logistics, registration, travel coordination, meeting materials, and post-event activities.

Responsibilities:

• Plan, coordinate, and execute meetings, conferences, workshops, and special events in support of client initiatives.
• Coordinate event logistics including venue selection, conference room reservations, lodging accommodations, travel arrangements, and attendee registration.
• Develop and maintain event schedules, timelines, project plans, and planning checklists to ensure successful execution of events.
• Create and manage event registration systems and attendee databases, ensuring compliance with applicable accessibility requirements.
• Prepare meeting and conference materials, including name badges, table tents, binders, posters, agendas, presentations, and electronic media.
• Coordinate printing and production of event materials and ensure adequate quantities are available for all attendees.
• Compile, distribute, and maintain conference materials and documentation before, during, and after events.
• Coordinate and oversee audio-visual equipment setup, testing, operation, and teardown for meetings and conferences.
• Prepare meeting notes and draft meeting minutes and coordinate updates through final approval.
• Assist with hotel and venue negotiations and ensure facilities are secured well in advance of scheduled events.
• Monitor event planning progress and provide routine status updates to project leadership and stakeholders.
• Coordinate with vendors, conference facilities, and internal stakeholders to resolve logistical issues and ensure seamless event execution.
• Administer attendee satisfaction surveys and compile post-event reports and recommendations.
• Manage event-related documentation, records, correspondence, and deliverables.
• Support multiple events simultaneously while maintaining deadlines, quality standards, and customer service expectations.
• Travel as required to support onsite conference and meeting activities.
• Other duties as assigned.

Education and Experience:

• Associate degree in Event Management, Hospitality Management, Business Administration, Communications, Public Administration, or a related field; equivalent experience may be considered.
• Minimum of five (5) years of professional experience in event planning, conference coordination, meeting management, or a related field.
• Experience coordinating meetings, conferences, workshops, training sessions, or stakeholder engagement events.
• Strong organizational and project management skills with the ability to manage multiple priorities and deadlines simultaneously.
• Experience preparing meeting materials, presentations, reports, meeting minutes, and event documentation.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
• Excellent written and verbal communication skills.
• Strong customer service, interpersonal, and problem-solving abilities.
• Ability to work independently and collaboratively in a fast-paced environment.
• Ability to manage time and events effectively while maintaining a high level of attention to detail.

Strativia understands that our staff is our number one asset. Therefore, we provide competitive salaries and health benefits along with a robust training and development plans to help ensure that our employees are happy and motivated. If you are interested in the opportunity above please contact us and join a dynamic, fun and, fast growing organization.

Strativia is an Equal Opportunity Employer and strives for diversity. Strativia in accordance with applicable law, does not discriminate in hiring or otherwise in employment on the basis of race, color, religion, sex, national origin, age, marital or veteran status, disability, sexual orientation, or any other legally protected status. EOE/AA/Vets