Conference and Meeting Lead

Remote, Anywhere in the US. Immediate Hire

Rainmakers Strategic Solutions LLC is a fast growing, high performing business delivering value-added consulting services that enable our clients to envision, implement and measure achievement of their transformational and strategic goals. We are committed to Excellence, Passion, Diversity and Knowledge. Rainmakers offers comprehensive benefits and highly competitive compensation packages.

We are looking to expand our meeting planning/conference team to support growing project needs. We welcome your passion to organize, plan, and execute both virtual and in-person meetings.  

Key Duties/Responsibilities of the Practice Lead: Data Analytics Position

  • Serve as the primary point-of-contact with client leadership
  • Assess and conceptualize clients’ needs and requirements for a variety of meetings, conferences and events, and make all arrangements necessary to execute the clients’ vision, goal, and objectives
  • Consult with clients and coordinate with staff, and subcontractors, to plan and develop event schedule, topics, featured speakers, and overall meeting conceptualization
  • Create budgets, manage expenses, and implement cost-saving strategies to stay within required event budgets
  • Ensure that events meet legal, safety, and health requirements and regulations; obtains necessary permits from fire and health departments
  • Develop and ensure staff adherence to quality assurance/quality control procedures
  • Serve as lead to arrange news outlet/press coverage
  • Serve as primary lead to determine and arrange for security
  • Work with client to develop meeting/conference branding and ensure branding is reflected in all virtual platforms as well as in-person meeting materials
  • Oversee staff who perform:
    • Government facility and off-site venue space selection and management
    • Virtual platform selection and implementation
    • Registration website development and use
    • Travel (I.e., speaker, VIPs, exhibitors) arrangement and reimbursement
    • Audio and information technology
    • Materials development and shipping for in-person meetings
    • Social Media development
    • On-site support for in-person meetings
    • Transcription services
    • Disability accommodations (i.e., sign language, closed captioning)
    • Liaison with speakers and moderators
    • Post-meeting feedback/experience survey
  • Lead post-meeting reports, after action summaries, and/or other post-event reporting
  • Lead post-meeting lessons learned discussions and incorporate best practices into future meetings
  • Ensure staff remain current on event planning standards and trends by attending seminars, consulting with other professionals, and reading trade publications.

Education

  • Bachelor’s Degree in Event Planning, Business, Communications, Marketing, or other related field

Relevant Knowledge

  • Federal government/GSA per diems and federal travel regulations 
  • Virtual platforms

Years of Experience

  • 10-12 years of federal government event planning and execution experience
  • 10-12 years working at federal government contractor or consulting experience
  • 10-12 years in planning and executing both in-person and virtual meetings/events

Special Skills

  • Excellent interpersonal and customer service skills
  • Excellent verbal and written communication skills
  • Excellent organizational and time management skills
  • Excellent analytical and problem-solving skills
  • Ability to work in fast paced environment and be agile and flexible
  • Ability to manage multiple teams conducting multiple meetings
  • Ability to perform effective subcontractor management
  • Ability to prioritize tasks and keep track of multiple tasks
  • Ability to respond to problems and to assist clients with a calm, courteous, and helpful manner and attitude
  • Be self‐directed, take initiative, and be innovative
  • Be flexible and able to accommodate a variety of work hours prior to and during the event

Software Proficiencies 

  • Proficiency in Microsoft Office applications such as Excel, Word, and PowerPoint

  • CVent, a plus but not required

Certifications

  • Certified Government Meeting Professional, Certified Meeting Planner, and/or Certified Special Events Professional, Project Management Professional, preferred and a plus

Environment and Cognitive/Physical Demands

  • Teleworking, virtual work environment
  • Ability to read, keyboard, reason, communicate effectively and problem solve
  • Requires prolonged sitting and telephone use
  • Requires the use of office equipment such as computer terminals, telephones, copiers and printers
  • Infrequent lifting to 15 pounds
  • Infrequent stooping
  • Periodic travel

Segregation of Duties

Employees are accountable for performing their job responsibilities per Rainmakers’ core values, as well as policies and procedures, including but not limited to: segregation of duties, HIPAA, security and privacy, CMS requirements, the Rainmakers Compliance Program and any other applicable laws, rules and regulations.

Statement of Other Duties

This document describes the essential functions, requirements, and responsibilities of this job, and is not intended to be a complete list of all tasks and functions. Employees may be requested to perform job related tasks other than those specifically listed in this description and may be required to perform any task requested by the supervisor or management.

Equal Employment Opportunity

Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities as well as Sexual Orientation or Gender Identity.

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