Job #: R-00164226
Location: Chantilly, Virginia
Category: Conference and Event Planning
Schedule (FT/PT): Full Time
Travel Required: Yes, 10% of the time
Shift: Day
Remote Type: No Remote
Clearance: Top Secret/SCI with Polygraph
External Referral Program: Eligible
Referral Bonus Amount: $1,000
Sector: National Security
Description

JOB DESCRIPTION

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, décor, 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
• 4–8 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.

• 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, décor, 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