Virtual and In-Person Meeting Planner

Virtual and In-Person Meeting Planner

Lumina Corps is seeking a meeting planner to support high profile federal government clients with planning and executing virtual and in-person meetings and conferences for science and public health programs. Ideal candidates will have experience working with virtual meeting platforms and with federal government clients to plan in-person and virtual events.

This position requires a detail orientation and excellent skills in oral and written communication and providing extensive customer service. It requires demonstrated proficiencies in establishing and maintaining positive relationships with clients and suppliers; liaising with clients to identify their needs and ensure customer satisfaction; working in a fast-paced environment and making quick decisions while remaining calm under pressure.

At Lumina Corps, we believe that strategic, purposeful communications and research can inspire learning, action, and bring about positive change in our world. We partner with agencies and organizations whose missions inspire us through their service to progress in health, science, and well-being.

What You'll Do

Logistical Support:Work as part of a team and independently to organize and coordinate logistical details such as venue set-up, registration and check-in, audio visual arrangements, and travel managementProvide meeting planning for all events; including registration, scheduling rooms, maintaining calendars, and conducting researchAssist in the organization of meetings by notifying participants, preparing agendas, and required informational materialsCollaborate with writers, designers, meeting planners and digital teams to create meeting materials and support speaker material managementCoordinate travel arrangements for all participantsOrganize conference database and data entry proceduresPrepare and distributes meeting materialsPrepare meeting minutes for government clientsProvide pre-meeting, on-site, and post-meeting logistical supportTrack all incoming invoices and compare them with order and budget expectationsProcess travel reimbursement expenses for travelers and consultantsReview discrepancies with vendorsVirtual Events:

Serve as central coordinator for virtual events to set up and implement virtual meetingsSchedule, host and manage meetings, provide technical support to attendees and speakers using virtual platformsFacilitate different types of events, i.e., meetings, webinars, pre-recorded webinars, virtual conferences, virtual training, in-person meetings or conferencesMeet with clients to understand their event requirementsCoordinate and collaborate with other project team members, panelists/speakers, and co-organizers, including government clientsDevelop slide decks for meeting hosts and presentersObtain event items needed-bio, headshot, credentials-along with due datesCreate of facilitator/speaker notesRetrieve webinar recordings and post them to a shared repository for the project teamCoordinate various communications with event teamsAssign virtual event roles for live virtual event support (Chat Manager, Timekeeper, Backup Event Coordinator)Serve as live event support as Chat Manager, Timekeeper, and Backup Event Coordinator as requestedCapture minutes/note-taking for meetings as requiredServe as backup to other meeting plannersCoordinate with professional services for technical assistance and live captioningExecute dry runs/rehearsals in advance of live events to ensure speakers are ready and preparedIdeal Candidates Will Have

A minimum of 3+ years of work experience in coordinating logistics for the federal government is requiredAt lest 2 years of experience in virtual event planning is strongly desiredBachelor's degree, or equivalent work experienceActive Certified Meeting Planner (CMP) certificationExperience with virtual meeting platforms such as Zoom, Webex, and othersExcellent skills with Microsoft tools and experience with project management tools; intermediate to high proficiency in MS Office: Outlook, Excel, Word and Powerpoint is requiredAbility to work independently to meet deadlines and be organized when contributing to several projects at onceKeen attention to detail and expertise in managing timelinesOrganization skills, and readiness to play a customer service role for multiple clientsCritical thinking skills, with an ability to quickly discern issues and troubleshoot during live eventsPositive, solutions-oriented, customer-service mindset, able to be flexible to take on large or small tasks as needs arise in a fast-paced environmentRequired Skills

Knowledge of Federal Acquisition Regulations pertaining to meetings and conferencesKnowledge of project management software, with knowledge of Asana as a plusExpertise in using virtual event platforms including Zoom, Adobe Connect, Webex, Cvent and others

This full-time position with benefits; hybrid and fully remote schedules are permitted. You must be local to the Washington, D.C. area. This position will require in-person meeting support in Washington, D.C. area conference venues and occasional travel. Lumina Corps headquarters is located in Silver Spring, Maryland.

Lumina Corps is an equal opportunity employer and does not discriminate in its selection and employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, or other legally protected characteristics.