Senior Event and Conference Manager
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: Senior Event and Conference Manager
- Leads and/or supports development of all pre-,event, and post-meeting/conference activities for both virtual and in-person meetings ranging in size from a few hundred to several thousand
- Identify government facility and off-site, in-person venue locations; conduct site visits; negotiate contracts, rates, and cancellation policies; report on hotel bookings; reconcile invoices; and arrange for payments
- Manage virtual platforms for remote meetings; demo platform to client; train government staff, as necessary
- Develop conference registration website; track and report on registration numbers; handle online and on-site registration
- Coordinate registration for speakers, VIPs, exhibitors, panelists, and other guests
- Arrange for travel and hotel for speakers, government employees, and other select attendees; oversee and track reimbursements; perform quality control for accuracy of invoicing and payments
- Assess audiovisual and information technology support needs and coordinate appropriate response
- Help develop meeting/conference branding and ensure branding is reflected in all virtual platforms as well as in-person meeting materials
- Develop meeting materials (i.e., agendas, binders, registration website content, name badges, signage, manual)
- Help develop and implement meeting/conference social media strategy
- Oversee and/or support development of meeting/conference videos
- Order meeting materials/supplies
- Arrange for materials shipment to meeting/conference venue and track arrivals
- Provide on-site event support (i.e., manning registration tables, greeting attendees, onsite coordination with agency clients and facility/venue staff, coordination with audiovisual teams, arrange local travel needs)
- Arrange for transcription services and multilingual needs
- Arrange for support to accommodate disabilities (i.e., sign language, closed captioning) and ensure all website and materials are 508 complaint
- Arrange for snacks
- Liaison with speakers and moderators, which can include invitation letters, availability and RSVP coordination, speaker PPTs, speaker handouts, headshots, troubleshooting, etc.
- Develop, execute, and analyze post-meeting satisfaction/experience survey; report findings to client
- Contribute to post-meeting reports, after action summaries, and/or other post-event reporting
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 meeting platform technology
Years of Experience
- 5-8 years of federal government event planning and execution experience
- 5-8 years working at federal government contractor or consulting experience
- 5-8 years in planning and executing both in-person and virtual meetings/events
Special Skills
- Excellent time management skills with a proven ability to meet deadlines
- Excellent interpersonal and customer service skills
- Excellent verbal and written communication skills
- Excellent organizational skills and meticulous attention to detail
- Excellent analytical and problem-solving skills
- Ability to work in fast paced environment
- Ability to be agile and flexible
- Ability to prioritize tasks and keep track of multiple tasks
- Ability to respond to problems and to assist clients with a calm, professional, and helpful manner
- 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
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.