Rose Li and Associates, Inc. (RLA), a growing professional services firm based in Chevy Chase, MD, seeks a full-time Conference Manager. This role will provide full-service logistics management for virtual, hybrid, and in-person events of various sizes. The Conference Manager is responsible for successfully executing large-scale, complex, high-profile events from conception through completion, ensuring all deliverables are completed on time and meet or exceed client expectations.

Duties and Responsibilities:

• Provide guidance and instruction to team members related to event planning tasks and requirements.
• Supervise the work of other meeting and conference support staff.
• Develop and maintain strong relationships with clients, vendors, and industry peers, staying up to date on industry trends and technologies.
• Manage all facets of event planning initiatives for clients.
• Track, monitor, and reconcile event expenses against project budgets and alert Project Manager of potential risks or cost overruns.
• Ensure event deliverable schedules and timelines are adhered to while anticipating and addressing potential issues or risks.
• Host kickoff and recurring planning calls with clients to understand event requirements, strategize, offer guidance, and share project timelines to ensure successful execution of events.
• Manage and negotiate contracts with venues and contracted vendors (due diligence, adherence to contract terms, conformity to budget constraints, satisfactory delivery of service).
• Manage travel logistics and reimbursement process (ensuring adherence to client and/or corporate policies).
• Manage development of meeting websites, registration, virtual environments, and meeting materials, ensuring strict quality control.
• Manage communications with event attendees.
• Review and finalize Run of Show for live-event support.
• Manage all aspects of events and the attendee experience.
• May perform other job duties as assigned.

Required Qualifications (Experience, Knowledge, Skills, and Abilities):

• Bachelor’s degree from an accredited university (or equivalent related experience).
• 8 years event planning experience for professional organization (at least 5 years for Federal clients).
• Thorough knowledge of Federal Travel Regulation and experience coordinating Federal travel.
• Experience with event management platforms and registration software (Cvent, Gather, Zoom, MachForm, Jotform, Eventbrite, or similar).
• Strong organizational skills and ability to prioritize and complete multiple tasks simultaneously, on time, and with limited oversight.
• Meticulous attention to detail.
• Strong verbal and written communication skills, with ability to interact with stakeholders at all levels.
• Strong critical thinking and problem-solving skills.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, PowerPoint, SharePoint, and Adobe.
• Experience with event management software and/or event technology highly desirable.
• Ability to research, adapt, and implement new technologies quickly.
• Ability and willingness to work periodic weekends and early morning/late evenings to meet deadlines and provide onsite support.
• U.S. citizenship.

Preferred Skills and Experience:

• CMP/CGMP certification
• Coordination of events for 1000 attendees
• Abstract submission/review process
• Exhibit coordination
• Registration management
• Management of mobile event app development process
• Active engagement in professional industry organizations (i.e., SGMP, PCMA, MPI, etc.)

Work Location:

This hybrid position requires routine work out of RLA’s office in Chevy Chase, MD. Projects may require periodic on-site support at client events primarily in the DC metro area, with events held occasionally across the United States.

Compensation and Benefits:

RLA offers competitive compensation, based on experience. Our benefits package includes paid time off, eleven federal holidays, subsidized health insurance, group dental and vision plans, short- and long-term disability, life insurance, 401(k) contributions and profit-sharing plan, and a cash balance (defined benefit) retirement plan.

About RLA:
Since our inception in 2003, RLA has become a trusted partner to health- and research-focused agencies and organizations, helping to move science forward in service of humanity. We are a woman- and minority-owned small business specializing in science writing, research and analysis, conference services, and program management support. We are committed to creating an ecosystem where we can all do our best work and know that each one of our team members is a key part of our success.

RLA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Application Question(s):

• Do you have at least five years experience planning government funded and/or scientific research events? If so, for which agencies or organizations?
• How many years of experience do you have coordinating federal travel?
• Are you located in the DC metro area or willing to relocate?
• What are your salary requirements?

Ability to Relocate:

• Chevy Chase, MD 20815: Relocate before starting work (Required)

Work Location: Hybrid remote in Chevy Chase, MD 20815