Strategic Event Architect – Cvent Maestro

Meeting Planner – Cvent

EDJ Associates, Inc.

EDJ Associates, Inc. is a woman-owned management consulting and technical services firm based in Herndon, Virginia. Founded in 1999, EDJ has established a solid track record of success in the planning, design, and implementation of a wide range of projects in the areas of event planning, peer review support, and information management. Our clients include Federal agencies, state and local units of government, private companies, and nonprofit organizations.

General Description

The Meeting Planner is responsible for the management and timely execution of contract deliverables for the planning of meetings and events ranging in size from 25 to 350 participants. Contract deliverables include development of Cvent registration sites, budget development, weekly and monthly reports, financial tracking and status reviews. This position is remote with some travel required.

Typical Duties / Responsibilities

• Provides full-cycle management and support to virtual and in-person meetings of ranging from 25 to 350 participants.
• Solicits hotel and vendor contracts; monitors overall conference budget relative to event costs to ensure meetings are completed within budget parameters.
• Manages the development and maintenance of event databases and solicits appropriate vendor quotes to determine selection based on cost analysis and manages vendor agreement(s).
• Participates in financial review and reconciliation; maintains and shares team management plan for pre-onsite and post-planning activities.
• Interfaces with client and project team members to produce quality materials and complete timely project/conference-related deliverables within client requirements.
• Travels up to 25% of the time outside of the tri-state metropolitan area.
• Manages shipping/delivery and set up of event materials.
• Provides onsite meeting support.
• Provides virtual meeting support.
• Conducts hotel site visits with project team and client.
• Prepares and submits vendor invoices for approval in a timely manner; reviews and reconciles client invoices.
• Performs other duties and responsibilities as assigned.

Qualifications and Requirements:

• College degree required or minimum of four (4) years equivalent work experience. Advanced degree may be substituted for two (2) years experience.
• Minimum of two plus (2+) years experience in planning government meetings;
• Certified Meeting Planner Certification (CMP) or Certified Government Meeting Planner Certification (CGMP) desired. Other certifications in Meetings/Events Planning are a plus.
• Knowledge and experience using SharePoint and Cvent for meeting planning is required.
• Experience with virtual meeting platforms such as Zoom or MS Teams required.
• Knowledge of Federal Travel Regulations (FTR) desired.
• Proficient with or skilled in the use of Microsoft Office 365 required.
• Knowledge and experience with overseeing and managing procedures and staff for a 350+ attendee conference or meetings is required.
• Certifications in Meetings/Events Planning are a plus.
• Detail oriented with a high level of organizational and interpersonal skills.
• Ability to manage multiple tasks and meet deadlines.
• Excellent people skills in dealing with clients, vendors, and internal staff.
• Ability to prioritize and meet tight and diverse timelines.
• Ability to work both independently and as part of a dedicated team.

EDJ Associates, Inc. is an Equal Opportunity Employer.