Conference Center Coordinator

Summary

The United States Naval Institute is a highly respected, independent, nonpartisan institution with a 152-year record of thought leadership on defense and global security issues, based in Annapolis, MD, on the grounds of the U.S. Naval Academy. The Institute seeks a Conference Center Coordinator to provide full logistical and administrative coordination and support for conferences and events executed at the Jack C. Taylor Conference Center. Participation in our fast-paced environment includes some weekend and evening hours to support conferences and events, and the ability to lift chairs, tables, and other items involved in setting up and breaking down events. This is a terrific opportunity for an enthusiastic, can-do person who thrives working with people and has a strong attention to detail. The successful candidate will find this position has excellent professional growth potential.

Primary Responsibilities

• Serve as the primary point of contact for confirmed and contracted clients
• Liaise with clients to coordinate venue logistics, including but not limited to room and furniture set up including moving of chairs, tables, and other lifting, creation of floor plans, in-house AV vendor coordination, parking, and security access needs
• Communicate and implement event planning deadlines to clients and provide suggestions based off on past event knowledge
• Assist in controlling the scheduling of the conference center rooms, identify and coordinate the varied meeting space set-up details, and work directly with clients in handling their individual requests and needs
• Review rental contracts and event memos throughout coordination process to ensure that it meets the current needs of the clients and no changes are needed
• Represent venue during conferences and events execution, including some early mornings, late nights, and weekend events
• Recommend effective marketing strategies and assist in networking to generate event leads and assist Director with implementation
• Schedule, host, and accompany Conference Center tours and attend pre-event meetings and walkthroughs with clients as necessary to understand event needs
• Coordinate cleaning needs with the cleaning vendor for the Conference Center in advance of events
• Supervise catering and hospitality teams, ensure proper functioning furniture set up, equipment, and wireless network are properly working. Maintain room temperature and make suggestions to client during events
• Assist with small AV tasks for meeting rooms and have general understanding of the AV capabilities offered
• Ensure vendors adhere to facility guidelines and processes, respond to onsite requests during events, and ensure that all clients are following Conference Center guidelines
• Obtaining post-event feedback from clients and develop and manage post-event feedback and stewardship communications
• Order supplies for venue needs along with Operations Manager, stay organized when items need to be replenished
• Serve as a secondary point of contact with the U.S. Naval Academy to coordinate parking and security protocols for each event
• Create an organized administrative inventory, create client-facing documents and client-facing email templates
• Become proficient with event sales and management software (Tripleseat, Be Merri, and Content Snare)
• Escalate complex event solutions as appropriate
• Other duties as assigned

Qualifications and Capabilities

• Two to four years of professional customer service experience and bachelor’s degree preferred
• Excellent written and verbal communication skills and ability to interact professionally and respectfully with guests, clients, and teammates
• Outstanding planning and organizational skills
• Ability to multitask and address customer’s needs, facility issues, and miscellaneous projects
• Ability to lift chairs and tables and other items related to event setup and breakdown
• Above-average computer skills, including Microsoft Word and Excel
• A keen eye for detail
• Comfortable learning and using technical equipment
• Ability to lead others and instill a team atmosphere without direct supervision
• Ability to remain calm under pressure and maintain a customer service-oriented attitude
• Ability to think creatively, with demonstrated analytical and problem-solving skills, initiative, flexibility, and adaptability
• Results-oriented, enthusiastic team player working in support of the mission of the U.S. Naval Institute

Benefits

• Health, dental, vision, life, and short- and long-term disability coverage available
• Employer-sponsored 403(b) with company matching on portion - Roth option
• Flexible schedule, ability to WFH two days a week
• Generous paid time off (PTO)

To apply, please send a cover letter (required) explaining your interest in the position and how your experience and training fit the position’s responsibilities, resume, and salary requirements.

The U.S. Naval Institute is an Equal Opportunity Employer: minority/female/disability/veteran.