Senior Events Planner/ Conference Coordinator

Job Purpose:

The Senior Event Planner provides comprehensive meeting, conference, and event coordination support for a potential federal client. This role is responsible for planning, organizing, and executing events ranging from small meetings to large conferences involving government personnel, contractors, stakeholders, and external partners. The Event Planner ensures all logistical, administrative, and operational aspects of events are managed efficiently and professionally while maintaining a high standard of customer service and attention to detail.

Responsibilities:

• Plan, coordinate, and execute meetings, conferences, workshops, and special events.
• Coordinate all event logistics, including venue selection, conference room reservations, travel arrangements, lodging accommodations, and attendee registration.
• Develop and maintain event timelines, project schedules, and planning checklists.
• Create and manage online event registration systems and attendee tracking databases.
• Prepare meeting and conference materials, including agendas, name badges, table tents, binders, signage, presentations, and electronic media.
• Coordinate printing and production of event materials and ensure sufficient quantities are available for attendees.
• Assist with the preparation, review, and distribution of meeting minutes, reports, and post-event documentation.
• Coordinate audio-visual requirements and ensure equipment is operational prior to event start times.
• Serve as a liaison between vendors, facilities, hotels, event venues, and government stakeholders.
• Monitor event budgets, track expenses, and assist with procurement and other direct cost requirements.
• Coordinate attendee communications before, during, and after events.
• Conduct post-event evaluations and satisfaction surveys and prepare summary reports.
• Support conference setup, onsite event operations, and event closeout activities.
• Track project milestones and provide regular status updates to management and stakeholders.
• Maintain event records, documentation, and reporting files.
• Identify and resolve logistical issues while ensuring seamless event execution.
• Ensure compliance with applicable federal regulations, accessibility requirements, and organizational policies.
• Support multiple events simultaneously while meeting established deadlines and quality standards.
• Other duties as assigned

Education and Experience:

• Associate's degree in Event Management, Hospitality Management, Business Administration, Communications, Marketing, Public Administration, or a related field. Bachelor's degree preferred.
• Minimum of five (5) years of experience in event planning, conference management, meeting coordination, or related administrative support functions.
• Experience supporting federal government clients or government-sponsored events preferred.
• Demonstrated experience coordinating conferences, meetings, workshops, and stakeholder engagement events.
• Experience managing event logistics, venue coordination, registration systems, travel arrangements, and vendor relationships.
• Strong organizational and project management skills with the ability to manage multiple priorities simultaneously.
• Experience preparing meeting materials, reports, presentations, and event documentation.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
• Experience utilizing event registration platforms and virtual meeting technologies.
• Strong written and verbal communication skills.
• Excellent customer service and stakeholder engagement abilities.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong attention to detail and problem-solving skills.
• Ability to travel occasionally in support of meetings and conferences, as required.
• Ability to obtain and maintain any required government suitability or background clearance.

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