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Event Planner (Logistics Specialist)

Department: Office of Chief Operating Officer
Location: Washington, DC

TITLE: Event Planner (Logistics Specialist)

ORGANIZATION: National Governors Association

LOCATION: Washington, DC

DURATION: Full Time

POSITION STATUS: Exempt

COMPENSATION: A competitive compensation package will be made to the qualified candidate

REPORTS TO: Director, NGA Events

Organization background

Founded in 1908, the National Governors Association is a bipartisan organization of Governors from the 55 states, territories, and commonwealths whose mission is to share best practices, speak with an informed voice on national policy and develop innovative solutions to improve citizensí lives through state government and support the principles of federalism.

Through NGA, Governors identify priority issues and deal with matters of public policy and governance at the state and national levels. Our policy and research arm, the NGA Center for Best Practices, helps Governors find collective answers to common issues and assists in developing and implementing innovative solutions to public policy challenges. Our Government Relations team ensures that Governors are a strong voice in Washington, DC. NGA also provides total consultative services, including management and technical assistance to both new and incumbent Governors, their senior executive staff, and their trusted advisors.

Key Responsibilities of the EVENT PLANNER (Logistics Specialist)

NGA is looking to add a bring, resourceful and organized Event Planner (logistics specialist) to our Events team. The Event Planner executes logistics for assigned NGA events and provides additional event related administrative services. The Event Planner works within a team environment, under the direction of the Director, NGA Events, and collaborates with both internal and external stakeholders to deliver top quality events.

Other important responsibilities of the Event Planner (logistics specialist):

  • Source venues; research and recommend meeting sites;
  • Negotiate contracts with vendors and service providers;
  • Develop meeting web sites to include travel logistics, reimbursement policies and registration requirements in meeting platform (Cvent);
  • Liaison with vendors and NGA staff for meeting requirements;
  • Create meeting specifications to include room design, technology requirements and food and beverage menu design/catering arrangements;
  • Provide overall on-site meeting coordination;
  • Monitor registration activity and housing pick-up and maintain consistent communication;
  • Monitor and adhere to meeting budgets using NGA and funders guidelines;
  • Review and approve final vendor billing and prepare post-meeting reports;
  • Travel, as necessary; and
  • Other duties as assigned by Director, NGA Events.

QUALIFICATIONS

Candidates should have a high school diploma or equivalent, bachelorís degree preferred in hospitality, event planning or related field, with a Certified Meeting Planner (CMP) credential preferred. Three plus years of progressive event planning experience. Preference given to candidates with current, in-depth working knowledge of and experience with Federal Travel Regulations (FTR). Experience working with Governors, working in federal or state agencies or non-profit organizations is preferred.

The ideal candidate will have demonstrated ability to:

  • Have excellent organizational skills and meticulous attention to detail, with proven ability to meet deadlines and work collaboratively with senior leadership;
  • Strong project management skills, setting project goals and timelines and ability to multi-task,
  • Have excellent verbal and written communication skills;
  • Have excellent interpersonal, customer service, and communication skills speaking to both internal and external customers;
  • Be an effective problem-solver and have ability to prioritize tasks;
  • Be able to respond to problems and to assist clients with a calm, courteous, and helpful manner and attitude;
  • Work diplomatically in a team environment, both within and outside NGA; Collaborate with other NGA division staff for effective communications;
  • Work effectively with meeting-based technology such as Cvent, (on-line registration and housing software), meeting apps and other office systems (e.g. Word, Excel, PowerPoint, etc.) and electronic communications;
  • Have good negotiation skills with ability to secure quality services and products while maintaining budget integrity;
  • Understanding of the Federal Travel Regulations (FTR) managing events funded with federal contracts and grants or held in federal facilities;
  • Be an innovative and creative thinker; and
  • Have flexibility to work potential evenings and weekends.

How to apply

Interested candidates should apply online through NGAís career site. NGA uses Clear Company, and all information is kept strictly confidential. An application is considered when all required fields are completed. Please include: 

  • Your resume highlighting your education, experience, and direct transferable skills
  • A portfolio of your best work (attach to your candidate profile via Clear Company)

Physical and sensory demands

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. NGA is committed to providing a productive and safe environment. To achieve that goal, we conduct background and reference check investigations for all final applicants being considered for employment.

Working at the National Governors Association

NGA staff proudly serve our nationís Governors daily, and it is our mission to ensure we offer a comprehensive, competitive benefits package designed to support the needs of NGA employees.

NGA is an Equal Opportunity Employer (M/D/F/V). NGA is committed to fostering an energetic, collaborative, diverse, and inclusive workforce. We promote diversity and provide equal employment opportunities without regard to race, color, religion, sex, national origin, protected veteran status, disability status, age, sexual orientation, gender identity and expression, marital status, or any other legally protected factor. We encourage individuals of all backgrounds to apply.

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