Job Abstract

Meeting Planner, Jr. Serves as meeting planner supporting a government contract. Provide travel, panel meeting support, symposium and workshops in support of NASA. Five years meeting planning and administrative experience working with hotels, logistics support for meetings and conferences, and registration are required. A working knowledge of the Federal Travel Regulations is preferred. This position is hybrid with some travel.

Duties include, but are not limited to, the following tasks:

• Provide on-site and virtual meeting support for panel review meeting, symposiums and workshops.
• Conduct site visits of hotels, negotiate hotel contract and prepare documents for contract approval.
• Ability to support virtual, hybrid and on-site in person panel review meetings including face-to-face meetings in the Crystal City, office and locally.
• Experience supporting conferences, exhibitions and registration.
• Coordinate travel arrangements for all participants.
• Work closely with and report directly to the Manager, Travel and Events.
• Prepare purchase order request, and track invoices.
• Process travel reimbursement expenses according to government travel regulations.
• Negotiate meeting packages for F&B based on prevailing government per diem.
• Negotiate meeting space and audio-visual requirements with venue
• Preparation of meeting materials, i.e., orientation presentation, name badges/table tents, electronic meeting folders, and welcome letters.
• Prepare and review expense reports, honorarium, and other documents.
• Experience facilitating different types of events, i.e., panel review meetings, webinars, virtual conference, hybrid meetings.
• Proofread all materials prior to distribution
• Ability to travel up to 25-30% of the time (can vary by time of year).
• The ability to lift and move boxes up to 25 pounds, and signage when packing up for events and on site
• Positive demeanor and ability to work in a fast-paced environment.
• Excellent interpersonal skills; strong collaborations skills; as this positon requires communications with clients on a daily basis.
• Communicates with management, Task Leads, clients, and meeting participants to coordinate their participation and inform them of logistical details
• Serves as liaison between meeting participants and company’s travel agency
• Maintain appropriate electronic and physical files, and records pertaining to meetings.
• Other duties/responsibilities as assigned
• Excellent written and verbal communication skills

• 3-5 years meeting and conference planning experience
• Working on for Federal Government contracts, FTR and panel review meetings a plus
• Ability to negotiate contracts and some experience planning exhibition halls
• CGMP, or CMP preferred