Senior Conference/Meeting and Event Planner

Established in 1995, The Webster Group is a Washington, DC-based, small, woman-owned business specializing in event planning, fundraising, strategic planning and foundation management.  Our principals have more than 75 years of combined experience and have produced a diverse range of projects for Fortune 500 corporations, nonprofit associations, embassies and the federal government.  Recent projects include the American Wind Energy Association & Solar Energy Industries Association - 2009 Green Inaugural Ball, the Department of Homeland Security Conference (2,000 guests; 228 breakout sessions), and the Air Force Memorial dedication and exhibition for over 40,000 guests.  TWG also managed the Pentagon Memorial Fund, raised $22,000,000 for the foundation, produced the donor dinner and was part of the dedication production team.

The Webster Group team brings a wealth of experience and enthusiasm to their work.  Our reputation for excellence has helped us to build solid relationships with clients and industry professionals and create a powerful network of connections including thought leaders and key players in governments, nonprofits, entertainment, and Fortune 1000 companies.

As a result, The Washington Business Journal named TWG as one of the top 25 event planners in the Washington, DC metro area.

The Webster Group seeks and experienced Senior Conference/Meeting and Event Planner with extensive experience working in the government sector.

Position Overview:

The scope of work includes all functions, services, and tasks associated with Conference/Meeting and Event Planning and Management and to support to individual missions of our clients. The planner shall provide all services, supervision, and other items necessary to perform the work and provide support as defined for each project.

Responsibilities:

Responsibilities Include but not limited to the following:

• Conference/Meeting and Event coordination including scheduling, planning and traveling both domestically and internationally.
• Attending Networking events
• Creating and managing Budgets
• Administrative support including, but not limited to, scheduling meetings and conference calls, agenda preparation, writing meeting minutes, maintaining multiple working group and meeting distribution lists, and dissemination of materials.
• Establishing and maintaining cross-agency and industry contacts and relationships.
• Researching and recommending appropriate facilities and services to clients, negotiating contracts and pricing within government guidelines.
• Organizing travel requirements including air, transportation, ground travel, etc. in accordance with JTR and FTR.
• Managing reimbursements for travel, honorariums, etc.
• Developing and managing all meeting communications and meeting materials inclusive of invitations, confirmations, agendas, briefing books, and meeting-specific contents as required.
• Creating and maintaining registration sites; managing registrations, cancellations and requests for information.
• Effectively and professionally communicating with all speakers and attendees.
• Providing on-site support at meetings and responsible for post-meeting wrap-up such as budget reconciliation and final report development.
• Following standard operating procedures and established administrative processes and assisting, developing, and maintaining required Government standards and procedures as tasked.
• Providing input on status reports and all task order deliverables

Qualifications:

Job Requirements and Education:

• Master's Degree with 5+ years of experience, or Bachelor's Degree with 8+ years of experience, or Associate's Degree with 12+ years of experience, or 6 years of experience in conference planning and management.
• Meticulous attention to detail, advanced organization skills, and ability to multi-task in a fast-paced environment.
• 3+ years of meeting and conference management in a government/military environment.
• Project management and government meeting planning experience with preference given to those certified as a Project Management Professional (PMP) and/or a Certified Government Meeting Planner (CGMP)
• Proficient in all programs within the Microsoft Office Suite, have working knowledge of conference management software, and understand the processes for obtaining Continuing Education Credits for an event.
• Must be adept at risk management for all aspects of job responsibilities to include: anticipating potential risks, identifying current risks, and proposing potential solutions and/or contingency measures.
• Must be willing and able to travel to meetings outside of the local area and assist with on-site support of all TWG events (government, corporate and nonprofit sectors)
• Supports team consensus, possesses active listening and critical thinking skills, able to deliver results while under pressure, appropriately prioritizes tasks, and has excellent oral and written communication skills.

Additional Qualifications:

• Certified Government Meeting Planner (CGMP) or Certified Meeting Professional (CMP) required.
• Security Clearance preferred but not required.

Compensation:  Based on experience