What are the responsibilities and job description for the CONFERENCE PLANNING MANAGER position at The National Conference Center?
About Us.
The National Conference Center is one of the largest and most comprehensive conference centers and learning and development campuses in the nation with 917 guestrooms and 270,000 square feet of conference and event space. We have been successfully serving the meeting needs of the biggest and brightest organizations in the world for over 50 years.
Located in Leesburg, Virginia along the Potomac River near Washington DC, 20 minutes from Dulles Airport, The National Conference Center delivers the country’s foremost learning and meeting experience. The National features a unique combination of extensive conference facilities and guest lodging to create the ideal educational ecosystem for participant development.
As a dedicated conference center, we offer a specialized, distraction-free destination to accommodate the most demanding training and professional development needs of today’s top corporations and Associations. A purpose-built place for organizations of all sizes to collaborate, create, and spark transformation far beyond what a typical hotel environment provides. We offer not just a better destination but a truly differentiated experience.
Are you interested in contributing to our mission as a Conference and Event Planner?
The Opportunity
We are seeking a full-time/part-time experienced and highly organized Conference & Event Planner to join our team. This key position is responsible for the end-to-end logistical planning and execution of professional gatherings, conferences, corporate meetings, and special events. As the primary liaison between The National Conference Center and our valued clients, you will translate client vision into actionable event plans. You are the vital link between a client's requirements and the conference center’s operational execution. The ideal candidate will excel at time management and possess strong interpersonal skills to navigate the diverse needs of various internal departments. You are a champion of exceptional customer service ensuring every interaction—from check-in to the final session—is seamless and professional.
Key Responsibilities
Client Liaison: Act as the dedicated point of contact for clients, ensuring their goals are met through proactive communication and expert consultation.
- Logistical Planning: Manage end-to-end logistics, including room configurations, specialized AV requirements, food and beverage coordination, and overnight guest room blocks.
- On-Site Execution: Provide hands-on leadership during events, managing real-time adjustments, directing vendors, and troubleshooting issues to ensure a seamless attendee experience.
- Financial Stewardship: Manage event budgets accurately, overseeing contract adherence, billing accuracy, and final post-event financial reporting.
- Collaboration: Work closely with the culinary, operations, and technical teams to ensure all departments are aligned with the client’s event order.
- Team Player: Additional tasks and responsibilities may be assigned at the discretion of the manager.
Required Skills & Qualifications
- Experience: 2 years of experience in event planning, hospitality, or conference management (venue-side experience preferred).
- Communication: Exceptional verbal and written skills; ability to negotiate and influence outcomes with grace.
- Problem-Solving: A natural ability to remain calm under pressure and pivot quickly when event variables change.
- Time Management: Proven ability to manage multiple complex projects simultaneously without sacrificing attention to detail.
- Technical Savvy: Proficiency in Microsoft Office Suite; Excel, experience with Opera, Social Tables.
Work Environment
- Positions available for both Full-Time and Part-Time
- Must have a flexible schedule, as event needs often include evenings, weekends, and holidays.
- Physical stamina is required for long periods of standing and moving throughout our expansive campus during event days.
REQUIRED EDUCATION AND EXPERIENCE: .
Education: College degree preferred but not required.
Experience: Minimum of 2 years previous meeting and event planning experience with a preferred background in larger group convention style hotels or conference centers. Must possess strong interpersonal skills, ability to maintain composure, and the ability to make quick decisions. Requires effective written and verbal communication skills. Must work well independently and in a team environment.
ADDITIONAL INFORMATION:
• The National has a competitive benefit package with lucrative incentive opportunities paid quarterly and annually. We offer a comprehensive medical, dental, vision, 401k, STD/LTD, and life insurance plans. All associates enjoy paid holidays and paid time off.
• This position will be based at The National Conference Center in Leesburg, Virginia.
• The National is an equal opportunity employer supporting diversity in all our business practices.
• As part of our pre-employment process, candidates who are extended an offer of employment will be required to successfully pass a drug test and background check.
National Conference Center provides equal opportunity (EEO) to all applicants and employees, regardless of race, color, national origin, sex, marital status, pregnancy, sexual orientation, gender identity, religion, age, disability, genetic information, veteran status, or any other characteristic protected by applicable local, state, and federal laws and regulations. The company grants reasonable accommodations to applicants with known disabilities, unless doing so poses an undue hardship for the company.