Search for Jobs

Applied Filters (1)
1 Result
Council of Chief State School Officers
DC, United States (hybrid)
19 days ago
Council of Chief State School Officers
Dist. Columbia, United States (hybrid)
19 days ago

Description

Organization

The Council of Chief State School Officers (CCSSO) is a nonpartisan, nationwide, nonprofit organization of public officials who head departments of elementary and secondary education in the states, the District of Columbia, the Department of Defense Education Activity, the Bureau of Indian Education, and five U.S. extra-state jurisdictions. CCSSO provides leadership, advocacy, and technical assistance on major educational issues. CCSSO seeks member consensus on major educational issues and expresses their views to civic and professional organizations, federal agencies, Congress, and the public.

Summary

The Meeting Planner reports to the Meetings Director and is part of the Meetings Team. This position manages the planning and execution of successful events while maintaining a high level of customer service to the internal stakeholders and to program participants. The Meeting Planner position plans and executes approximately twenty-five in-person, hybrid and virtual (or 25% of the event portfolio) events and conferences annually, which are typically 10-150 attendees or more. Each event requires the management of multiple suppliers and staff and are generally attended by executive level members, partners, and staff. The Meeting Planner position plays an integral project management role in all preplanning, on-site execution at CCSSO offices, and post reconciliation for assigned events. The Meeting Planner position also supports the Meetings Director on our National Teacher of the Year Program event tasks and creates registration builds assigned in support of the Registration Department.

Essential Functions and Responsibilities

The Meeting Planner coordinates and manages all event logistics including but not limited to budget formulation, site selection and venue contracts review, registration, room block management, food & beverage management, logistical timelines, event guide specifications and event room design, program presenters, and supplier management for events ranging in size from 10-150 attendees in hotels convention centers, and at CCSSO offices.

Specific responsibilities include:

Event Planning, Coordination, and Facilitation

• Lead, manage and strategically execute the complete event life cycle (budget formulation, site selection, contract review for approval, pre-planning, onsite management at CCSSO offices, post billing reconciliation, debrief for observation and recommendation) for 20-25 domestic in-person, hybrid and virtual convenings annually, including ranging in size from 10 – 150 attendees.

• Consult with stakeholders to determine programmatic goals and develop event specifications, work plans, and budgets based on identified goals.

• Coordinate and facilitate pre-planning meetings with stakeholders and manage all information, event timelines, and task lists for assigned events.

• Manage and remain within established assigned meeting budgets, in collaboration with stakeholders to maximize participant experience while minimizing cost.

• Create and monitor meeting logistical timelines to meet deliverables for meeting planning and execution.

• Lead project management of CCSSO pre-planning processes for hotel contracts, working with the Contracts Associate for all assigned meetings and events, including but not limited to selecting event sites and room designs aligned with event specifications and conduct site visits if needed, guiding program teams to make informed programmatic decisions.

• Lead project management of online and onsite registration processes and deadlines, working with the Registration Specialist for all assigned meetings and events.

• Collaborate with stakeholders on changes, updates with event registration data in support of logistical activities.

• Leverage technologies including but not limited to user experience, content, and engagement strategies and production as appropriate to enhance virtual or hybrid meeting experiences.

• Create and manage preliminary, intermediate, and final event guide specifications by way of a logistical event guide which includes space grids, rooming lists, daily meeting, food and beverage, meeting room and AV set up designs, working with hotel event management or CCSSO office teams as meetings liaison.

• Under review and approval of the Meetings Director, initiate, negotiate, plan, and execute meeting supplier contracts and services including but not limited to virtual platforms, speaker riders, audio visual, ground transportation, entertainment, photographer, floral, signage, name badges, captioners, gifts, restaurants, catering, and other logistical suppliers requested.

• Manage the onsite experience of each meeting and event including but not limited to health and safety protocols, contractual obligations for room blocks, meeting space configurations, food and beverage, all suppliers, along with brand and company perception, risk, and liability.

• Support program teams with registration list management, if needed.

• Provide regular status reports to keep stakeholders up to date on planning activities and ensure all milestones are monitored and met.

• Coordinate, plan and execute shipping manifests of all meeting materials (programs, handouts, signage, name badges, and registration materials) in collaboration with program lead and Registration Specialists for all assigned events.

• Manage and facilitate post-event activities such as expense/bill reconciliation, staff debrief, vendor payment, data tracking, post-convention reporting, and final budget reports.

• Maintain Meetings Team storage room upkeep post events, as well as Meetings Team supply inventory (signage, crates, etc.) in-between events.

• Under the direction of the Registration Specialist, create event registration platform builds, including invitation and event correspondence template management for in-person, hybrid, and virtual events, through the CERTAIN registration management system, annually as assigned by Meetings Director.

• Other Meetings Team department support duties as assigned.

Vendor Relations

• Participate in industry professional development activities, under the guidance of the Meetings Director on industry professional development opportunities available. 

• Establish and maintain positive and ethical relationships with all hotels, caterers, local and national hotel sales and operation representatives, and local peer groups during approved professional development opportunities and networking events.



Requirements

Education and/or Experience

• A Bachelor’s degree in hospitality management or related field, or an equivalent combination of relevant education and work experience required.

• A minimum of 3-5 years event management experience required; association experience preferred.

Knowledge, Skills, and Abilities

Communication Skills

• Ability to read, analyze, and interpret instructions, budgets, hotel, and supplier contracts,

banquet event orders, and audio-visual equipment and labor specifications.

• Ability to create and orate concise, end-user friendly reports.

• Excellent interpersonal, verbal, and written communication and negotiation skills and the ability

to respond to common inquiries from internal and external customers.

• Ability to effectively present important logistical information to internal and external clients in

one-on-one and small group situations.

Reasoning and Problem-Solving Ability

• Strong analytical and problem-solving skills.

• Ability to apply active listening and questioning techniques to gain a complete understanding of issues.

• Ability to apply situational understanding to carry out instructions furnished in written, oral, or diagram form.

• Ability to troubleshoot and respond to challenges based on knowledge of industry best practice.

Additional Requirements

• Position is Washington, D.C. Metropolitan Area- based as primary support for CCSSO in-office meetings. Position is mostly remote during non-meeting times.

• Travel to meetings located at the CCSSO office, as well as up to 5-8 meetings (including some evenings and/or weekends) annually at hotels is required.

• Positive team player with strong interpersonal skills.

• Detail oriented, works well under pressure, and able to handle multiple tasks and requests simultaneously, with excellent focus and strong prioritization skills.

• Proven skills in contract/pricing negotiations.

• Proven ability to work in partnership with hotel staff, partner organizations, and vendors to achieve successful results.

• Demonstrated budget management and forecasting skills.

• Demonstrated project management skills.

• Collaborative work style and a dedication to exceptional customer service.

• High business ethics standards.

Technical Skills

• Proficiency in Microsoft Office, Word, PowerPoint, and Excel, and use of Internet browsers to conduct research.

• Understanding of online registration and event management software, experience with CERTAIN, Salesforce and on-site badge printing a plus.

• Able to apply basic troubleshooting techniques to address equipment issues while onsite.

• Understanding of event AV terminology and equipment, ability to develop specifications for all size events, and experience engaging in informed negotiations with vendors.

Physical Demands

While performing the duties of this job the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; and stoop, kneel, or crouch. The employee is occasionally required to lift up to thirty pounds. The vision requirements include close vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet. CCSSO operates in a mostly remote work environment. The Meeting Planner position is a DC-based position, and although remote, must be based in the DC Metro Area and be able to report to the office with 24-hours’ notice.


Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individual with Disabiliti

Job Information

  • Job ID: 66517969
  • Workplace Type: Hybrid
  • Location:
    Dist. Columbia, United States
    Washington, Dist. Columbia, United States
    Cincinnati, Ohio, United States
  • Company Name For Job: Council of Chief State School Officers
  • Position Title: Meeting Planner (Telework Allowed-DC Metro)
  • Job Function: Other
  • Job Type: Permanent Positions
  • Job Duration: Indefinite
  • Min Education: BA/BS/Undergraduate
  • Min Experience: 3-5 Years
  • Required Travel: 10-25%

Please refer to the company's website or job descriptions to learn more about them.

View Full Profile

Jobs You May Like
Filters
Workplace Type
Job Function
Industry
Job Type
State
Country