We are looking for a Conference/Meeting Planner to join a multidisciplinary team on a recently awarded contract to provide Coordination, Communication and Operations Support (CCOS) to the Clinical Translational Science Award (CTSA) program for the National Center for Advancing Translational Sciences (NCATS). The Conference/Meeting Planner will coordinate and manage conferences and events for the CTSA program. The ideal candidate has high-level project management skills; brings solid experience in management of Federally funded events and conferences; is ready to lead coordination and management of complex and large-scale events; and has a track record of delivering high quality in person, hybrid and online events in a timely manner to client satisfaction.
- Responsible for planning and delivery of medium/ large-scale high-level meetings and conferences for Federal clients
- Coordinate and supervise all logistics and services including travel, hotel, dining, conference room facilities, audio/visual and tech support including set-up, tear down, and close out processes
- Liaise with contractors, speakers, and stakeholders throughout the event planning process
- Coordinate and communicate with conference planning committee and clients as needed
- Provide input on design of conference or event as appropriate to best meet conference/event goals and create an optimal conference experience for audience and stakeholders
- Provide strong and efficient project management skills using project management tools
- Work closely with CCOS Project Manager and other meeting coordinator team members to share progress updates and trouble shoot risks and other issues
- Provide regular reporting on event progress to internal and external stakeholders
- Negotiate hotel and vendor contracts
- Develop and manage overall conference budget including oversight of invoice review and reconciliation
- Provide day-to-day supervision of project tasks
- Provide oversight of quality control, schedule, resources and change management process
- Identify project risks and propose mitigation measures to resolve any potential issue that may jeopardize the success of an event
- Produce post-event evaluation to inform future events
Required Qualifications Experience and Skills
- Minimum 7 years of conference planning and management, preferably in research or scientific environment
- Experience managing government meetings with 300+ attendees
- Excellent communication, organizational and planning skills
- Strong project and time management skills (PMP certification will be considered an asset)
- Proven delivery of complex, medium and large-scale events in a variety of formats including online, in person and hybrid events (conferences, meetings, webinars, seminars) often including networking and exhibition activities
- Solid knowledge of online conferencing and engagement tools and platforms (e.g., MS Teams, Zoom)
- Experience managing staff and collaborating with internal and external stakeholders
- Experience developing timelines and tracking tools
- Excellent writing skills and experience developing and working collaboratively to produce SOP’s and other process documentation
- Experience managing client expectations and excellent client communication skills
- Government Meeting Professional Certification (CGMP)
- Experience working for a data coordinating center for a large scientific consortium
- Experience working with technical or PhD/MD level professionals
- Experience working at or with NIH or HHS
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