Event Planner / Program Analyst

$90,000 - $110,000/Yr

Allegheny Science and Technology - Washington, DC

Full-time

Washington, DC

Professional, Scientific, and Technical Services

About the position

Allegheny Science & Technology (AST) is seeking a highly motivated Event Planner / Program Analyst to support the planning, managing, organizing, coordinating and logistics for conferences in the DC Metro Area as well as Nationwide for the Federal Government. As the Event Planner/Coordinator, this person will support the design, development, planning and execution of conferences, meetings and workshops and associated subcommittee meetings; responsible for ensuring the exceptional results of events support the objectives of the organization. The Program Analyst role involves providing basic project and program management support and multiple project and business administration activities, involving Department of Energy Idaho Operations (DOE-ID) and Office of Nuclear Energy Programs (DOE-NE) HQ representatives.

Responsibilities

• Providing start-to-finish logistics management for the event(s) including securing venues and providing all meeting logistics support to ensure successful meeting execution including (if required) webcasting capability, advertising, note takers, facilitators, and other support as necessary.
• Coordinating/communicating as required with designated venue Event Coordinator with regard to logistics, equipment, venue set-up and configuration of meeting spaces, etc., to generally ensure that everything associated with the event runs smoothly.
• Communicating with clients to identify objectives and budgets for events.
• Providing support as required with requisite expertise in supporting government conferences/events.
• Ensuring printed materials provided by client are available to attendees (e.g., name tags, program schedule and briefing materials).
• Identifying and contracting with necessary event service providers/vendors to ensure availability of facilities and services required for event.
• Managing room layout to ensure effective program implementation, effective media display and safety of participants.
• Serving as the main Point of Contact (POC) for all events.
• Leading in discussing, planning, strategizing and coordinating events with little supervision.
• Preparing and sending out Requests for Proposals (RFP)s as well as being able to respond to the same.
• Anticipating needs for both the attendee and event logistics.
• Negotiating with venues/vendors to ensure quality control.
• Reviewing and understanding contracts with hotel and conference locations.
• Coordinating regarding invitation designs and following through with the registration setup process.
• Maintaining registration website and provide reports accordingly.
• Preparing and printing meeting materials.
• Preparing and sending out Travel Authorization Letters as required.
• Receiving, reviewing and processing travel requests.
• Assisting with coordination of travel arrangements.
• Serving as liaison with vendors and all AST teams involved in event-related matters.
• Providing high-quality customer service and finding solutions to any problems that arise concerning services or programs provided.
• Receiving, reviewing and processing final invoices.
• Maintain accurate Excel spreadsheets.
• Tracking project and program status, data integration issues, financial matters, and ensuring compliance with DOE guidelines and requirements, including analyzing and tracking project costs, budgets, schedules and deliverables, and conducting research into specific areas/activities.
• Providing review and support of the annual work package planning and execution process to ensure consistency and timely integration into project models.
• Coordinating, integrating, and monitoring programmatic baseline and funding changes throughout the Fiscal Year(s).
• Coordinating with financial/project management analyst representatives as well as program/project managers at DOE-ID and DOE-HQ and within AST and with specific programs/projects and National Laboratories, universities and industry partners involved with DOE-NE Programs and other associated program/project activities.
• Performing multiple project and business administration activities, including responding to urgent questions/problems/issues involving relatively high-level Department of Energy Idaho Operations (DOE-ID) and Office of Nuclear Energy Programs (DOE-NE) HQ representatives.
• Working very closely with the DOE-ID customer in all aspects of the DOE financial system/tracking budgets of the various programs.
• Performing expert-level review, analysis and validation of management and business products.
• Directly interfacing with other DOE-ID/HQ financial personnel with information relating to DOE financial matters.

Requirements

• Must have a Bachelor's Degree in Marketing or similar discipline.
• Must have a minimum of 5 years of experience in event planning and public relations.
• Excellent interpersonal skills- high-level professionalism with a variety of individuals such as guests, team members and vendors.
• Strong project management skills - ability to manage multiple assignments from a variety of team members.
• Experience with Microsoft Office 365 software: Word, PowerPoint, Excel, and Outlook. Also experience with Microsoft Teams and Zoom.
• Previous knowledge with Federal Travel Regulation (FTR).
• Experience with Eventbrite for registration sites, also Cvent for transmitting RFPs to venues.

Nice-to-haves

• US Citizenship is required.
• 15-20% travel is required.
• This position is mostly remote, but will require onsite work for event planning.

Benefits

• Competitive compensation package reflecting the value and expertise that each candidate brings to the team.