Summary

The Event Planning Coordinator shall provide event planning support services to include full conference planning including attendee registration, venue services, equipment support coordination, attendee check-in, badging, potential lodging, transportation, and food service coordination, and administrative functions required to host sponsored events. The contractor shall provide event planning status updates to include alternative or mitigation for known scheduling variables. The Event Planning Coordinator shall, at post event, archive conference-produced materials to include best event planning practices and lessons learned for government availability at future events. The Event Planning Coordinator shall plan for events to include up to 450 participants from multiple locations within CONUS and OCONUS. Events will primarily be held in the US; the contractor may be required to travel outside of the US.

Essential Functions

• Shall develop, update, and submit the Plan of Action & Milestones (POA&M) for each event/analysis/experiment for government approval.
• Shall provide event planning updates to include alternative or mitigation for known scheduling variables.
• Shall conduct planning, scheduling, and coordination related to the use of on and offsite facilities and virtual capabilities in support of events. If held outside of a DoD installation, facilities upon request, must support classified discussion up to Secret.
• Shall plan, prepare, and coordinate support for the event(s).
• Shall complete and present the planning and preparation of the event to the Contractor Officer Representative (COR) no later than ten (10) business days prior to the main event execution date
• Shall verify that the planning and preparation compiles with the Technical POC, event sponsor’s timeline, and facilitates the events objectives.
• Shall provide event planning support services to include full conference planning including attendee registration, venue services, equipment support coordination, attendee check-in, badging, lodging, transportation, food service coordination, and administrative functions required to host sponsored events.
• Shall develop and provide welcome packages. Packages shall at a minimum, include lodging information, directions to the venue, transportation, and agenda.
• Shall provide post-event executive summary submitted electronically to the COR within seven (7) working days following conclusion of the event. The scope of the summary shall at a minimum include: the date and location of the event, event agenda, event best practices and lessons learned, and list of the participants (name, organization, etc…)
• Shall provide to the COR and ensure availability to the government draft event standardized procedures based on completed events.
• Shallm at post event, archive conference-produced materials to include best event planning practices and lessoned learned for government availability for future events, on the appropriate classification network.

Food Service coordination shall include:

• Menu with several meal options for participants to order from upon their arrival/registration.
• Personnel readied to take meal order and payment from participants upon arrival/registration.
• Order boxed meal and beverages for participants based on their selection during arrival/registration.
• Meal arrival to event site no later than 30 minutes prior to scheduled lunch break.
• Boxed meals set up and arranged by last name in alphabetical order.
• Removal of all lunch boxes and other meal related debris.

Supervisory Responsibility

N/A

Work Environment

 This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to remain in a stationary position 75% of the time.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Frequently moves standard office equipment up to 25 pounds.
• Must be able to work indoor conditions 90% of the time.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work

This is a full-time position. Typical days and hours of work are Monday through Friday, 7:30 a.m. to 4:30 p.m. Evening and weekend hours required, as required by business need.

Travel

Travel is primarily local during the business day, although out-of-the-area and overnight travel will be expected.

Experience

• Minimum of three to five (3-5) years’ experience planning and executing DoD events.
• Familiar with security clearance visit requirements, logistics, staff actions, and technology.
• Must have the ability to coordinate senior leader engagements up to the four-star level.
• Must be able to assess requirements needed for each event and possess the ability to organize, communicate, and execute logistics.
• Must be proficient in Microsoft Office tools and capable of learning new and emerging software and digital technology.

Education

High School diploma required, Associates or equivalent preferred, Bachelor or equivalent desired.

Additional Eligibility Qualifications

N/A

Security Clearance

Must be a U.S. citizen. Must possess a Top Secret security clearance.

Compensation and Benefits:

The expected compensation range for this position is $100,000.00-$106,000.00 per year. We offer comprehensive benefits that allow you to balance work and life. A benefits summary is available from this link: https://jobs.allnativegroup.com/categories/1/benefits/1/employee-benefits.

AAP/EEO Statement

All Native Group is an equal opportunity employer. All applicants are considered without regard to age, sex, race, national origin, religion, marital status, or physical disability. However, preference may be extended to persons of Indian descent in accordance with applicable laws.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

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