Meetings Specialist

Hybrid WFH in Fairfax, VA 22030 | Currently – 2 days in office – 3 days remote

SPARGO, Inc . is a full-service event management company, offering a suite of services that support the production of trade shows, conventions, conferences, symposiums, and seminars.

Benefits

• Casual Work Environment
• 100% Company Paid Medical (choice of 3 plans), Dental and Vision for Employee
• Available FSA or HSA account
• 100% Company paid Basic Term Life and AD&D Insurance
• 100% Company paid Long Term Disability Insurance
• AFLAC is Available
• 401(k) Plan
• Paid Sick and Vacation Leave

Summary:

This position will serve as a Meetings Specialist for various assigned meetings. The individual must be detail-oriented, proactive, capable of working independently and as part of a team. Strong organizational and communication skills are necessary. This position reports to the Associate Director, Meeting Logistics or Senior Meetings Manager

Essential Duties and Responsibilities (in order of importance):

1. Coordinate and execute all phases of meeting planning for assigned meetings up to 500 attendees including but not limited to: budget adherence and invoice reconciliation; facility/venue and vendor management; gridding meeting space and coordinating space requests from staff and affiliates; reviewing BEOs and resume/event plan from facility.
2. Provide additional logistical support for larger meetings.
3. Communicate with clients, facilities, and vendors on a regular basis via email, conference calls, and face to face meetings.
4. Manage and adhere to detailed planning timelines.
5. Prepare detailed and accurate meeting specifications and other documents necessary for the advanced planning and onsite execution of assigned meetings.
6. Travel on behalf of SPARGO as required for site visits and onsite execution of meetings.
7. Assist with the training of Meeting Coordinators.
8. Perform other duties as assigned.

Qualifications (computer & communication skills, training, certification, etc.):

1. Strong proficiency with Microsoft Word, Excel, Outlook, and PowerPoint. Experience with databases (Access preferred) is helpful.
2. Excellent interpersonal, organizational, and communication skills are essential with a focus on the ability to work independently and collaborative effectively with others; the capacity to handle competing tasks in a fast-paced environment; the aptitude to effectively monitor and report on deliverables; and the ability to remain positive and productive in demanding situations.
3. Diligent work habits and continual attention to detail in composing, editing, and proofing materials; advanced business writing skills; and sound judgement and professional discretion with information is required.
4. Demonstrated tact and diplomacy skills with the ability to interact and communicate effectively with individuals at all levels, both internally and externally with clients and vendors.
5. Adept at recognizing potential conflicts and challenges, knowing when to escalate issues to supervisor.

Education and/or Experience:

1. BA or BS degree desired.
2. Minimum two years’ experience in planning, negotiating, coordinating, and executing association and/or corporate meetings up to 500 attendees OR BS in Tourism and Events Management and one year experience in the above.
3. Direct work experience planning multiple meetings per year, simultaneously.
4. Experience working with associations preferred.
5. Familiarity with medical meetings a plus.

Travel Required: Approximately 20%. During site visits and the onsite execution of meetings, early morning, and evening hours as well as weekends may be required. During high volume planning periods, longer hours may be required.

FLSA Status: Non-Exempt