Senior Event/Meeting Planner

N4 Solutions - Greenbelt, MD

Full-time - Senior

Greenbelt, MD

Professional, Scientific, and Technical Services

About the position

The Senior Event/Meeting Planner at N4 Solutions is responsible for leading and managing all aspects of event planning for clients, particularly for the National Institute of Neurological Disorders and Stroke (NINDS). This role involves ensuring that events meet client expectations, managing budgets, and overseeing logistics to guarantee successful outcomes. The position requires a strong understanding of federal travel regulations and experience in event management, with a focus on delivering high-quality service and communication with stakeholders.

Responsibilities

• Lead and manage all aspects of event planning for clients, from concept through execution, ensuring each event meets client expectations and objectives
• Track, monitor, and reconcile event expenses against project budgets, alerting the Project Manager to potential risks or cost overruns promptly
• Ensure that event schedules and timelines are met, proactively addressing and resolving potential issues or risks
• Host kickoff and recurring planning calls with clients to understand their needs and strategize for successful event outcomes
• Negotiate and manage contracts with venues and vendors, ensuring adherence to terms and budget compliance
• Handle travel logistics and the reimbursement process, adhering to client and corporate policies
• Oversee the development of event websites, registration systems, virtual environments, and meeting materials
• Manage communications with event attendees to enhance their event experience
• Review and finalize the Run of Show for live-event support to ensure smooth execution
• Manage every facet of events and attendee experiences to guarantee a successful outcome
• Perform other related tasks as assigned

Requirements

• Bachelor's degree from an accredited university
• Over eight years of event planning experience within a professional organization, with at least 5 years focused on Federal clients
• In-depth understanding of Federal Travel Regulations and experience managing Federal travel arrangements
• Familiarity with event management platforms and registration software such as Cvent, Zoom, Eventbrite, or similar tools
• Exceptional organizational abilities with a proven track record of prioritizing and managing multiple tasks simultaneously
• Highly attentive to detail and accuracy in all aspects of work
• Excellent verbal and written communication skills
• Strong analytical and problem-solving skills
• Proficient in Microsoft Outlook, Word, Excel, Teams, PowerPoint, SharePoint, and Adobe
• Ability to quickly research, adapt, and implement new technologies
• Willingness to work occasional weekends and early mornings/late evenings to meet deadlines
• CMP (Certified Meeting Professional) or CGMP (Certified Government Meeting Professional) certification required