Meeting Planner

Meeting Planner

Infinity Conference Group, Inc. (INFINITY), has an immediate opportunity for a Meeting Planner to join a growth-oriented, woman-owned small business. INFINITY is a progressive, agile boutique company with over 30 years’ experience providing cutting edge conference, workshop, and special event solutions and operational support to government, commercial, and non-profit clients on an on-site, virtual and hybrid basis.

The idea candidate is an energetic, team-oriented, self-starter who will provide meeting planning and travel logistics support for government and non-profit clients. The position will report to a Senior-level Conference Manager/Project Director. The job of the Meeting Planner will include supporting approximately 8-10 meetings per year. The position demands excellent attention to detail, customer service skills, and a high level of professionalism.

Roles and Responsibility:

• Facilitate and coordinate all aspects of meeting planning including site selection, vendor negotiations, event registration, on-site staffing, post-event reporting and invoice reconciliation
• Develop project timelines
• Develop event websites and online registration forms
• Write notes and transmit action items after client calls
• Send and track correspondence with clients, speakers, participants, and sponsors/exhibitors
• Work with venues to coordinate meeting room set up, AV requirements, and catering
• Coordinate hotel room blocks, travel, honoraria, and reimbursements for sponsored participants
• Coordinate and oversee production of meeting materials including name badges, meeting materials, program books, supplies, signage, etc.
• Coordinate group travel and process expense reimbursements
• Manage packing and shipping of meeting materials
• Staff events and manage on-site registration for local meetings (Northern VA, DC, MD) and occasional domestic long-distance travel
• Create and analyze event evaluations and prepare post-event reports
• Track expenses and monitor event budgets
• Data entry and administration functions

Qualifications:

• Previous meeting planning experience (2-3 years) required
• Experience with online registration systems (e.g., Cvent, Aventri)
• Familiarity with virtual meeting platforms (e.g., Zoom, WebEx)
• Experience coordinating Federal government meetings or Federal government travel a plus
• CMP or CGMP a plus
• Bachelor’s degree from an accredited university or college or equivalent experience
• Ability to manage multiple events/logistics simultaneously in an organized manner
• Strong oral and written communicator with a high degree of skill in grammar, spelling and punctuation
• Excellent computer and analytical skills, including Microsoft Office Suite
• Ability to work with multiple project managers and function calmly under pressure
• Ability to work both independently and as team player

This position requires day hours, up to 40 hours a week, Monday – Friday and may require some domestic travel. On an infrequent basis, early morning hours are required for staffing local conferences.

Position offers the ability to work on a hybrid basis with competitive base pay, bonus eligibility and a comprehensive benefits package.

Qualified candidates must live in the Washington metropolitan area and be available to travel to Chantilly as needed.

Please apply through LinkedIn or at [email protected].

Direct applicants only please – no agencies.