Junior Meeting Planner

Arctic Slope Technical Services (ASTS) provides IT and Intelligence services to the federal defense and intelligence communities. Our focused solutions offer efficiency, agility, and innovation. We resolve issues quickly and provide ideas and solutions to help our customers fix problems and overcome challenges.
ASTS is seeking a Junior Meeting Planner in Arlington, VA.
The Junior Meeting Planner is responsible for supporting and planning small to mid-sized meetings in support of NASA scientific panels, conferences and workshops. Two years meeting planning and administrative experience working with hotels and/or conference facilities as required. A basic working knowledge of the Federal Travel Regulations is preferred. Duties include, but are not limited to, the following tasks:
Provides on-site support for small to mid-sized local meetings, conferences, and panels; meeting site/space selection in NRESS office, hotels, conference centers, etc.
May support out-of-town meetings depending on level of experience.
Works closely with Logistics Manager and Senior Meeting Planners on daily task assignments.
Negotiates rates with vendors and exercise judgment on which contracts to recommend for approval within work plan budgets.
Arrangement of Complete Meeting Packages to AM/PM breaks, meals as appropriate, and meeting space and audio-visual requirements.
Preparation of meeting materials, i.e., orientation presentation, name badges/table tents, portfolio folders, invitation and welcome letters, rosters, survey forms, maps, restaurant lists, etc.
Prepares and reviews expense reports, honorarium invoices, IRS W 8/9 forms, and other documents.
Proofreads all materials prior to distribution.
Communicates with NRESS management, Task Leads and meeting participants to coordinate their participation and inform them of logistical details.
Serves as liaison between meeting participants and company?s travel agency.
Develops strong business relationships with key customers, internal and external, serving as a liaison for initiatives.
Use of the web-based event management system, Cvent, for website creation, venue searches and data-entry of meeting specifications.
Maintains appropriate electronic and physical file documents and records pertaining to meeting.
Other duties/responsibilities as assigned.
HS diploma or GED required.
Some college and/or Certificate of Meeting Planning preferred.
Two years of meeting planning and administrative experience working with hotels and/or conference facilities required.
Proficiency in MS Office and some database experience required.
Work Environment and Physical Demands:
Meeting Planners will perform their normal day-to-day duties in an office building in the Crystal City (Arlington) Virginia area. Meeting Planners support meetings mostly held locally in the Washington, DC area. All Meeting Planners are expected to be able to travel to nonlocal locations outside of the Washington, DC area in the United States and internationally. Meeting support will sometimes involve back-to-back meeting support for two (2) consecutive weeks, working weekends, early mornings, and late evenings. Ability to lift up to 20 pounds to a height of 48 inches and/or roll a cart with a loaded weight not to exceed 150-200 pounds is required.
/ASRC Federal and its Subsidiaries are Equal Opportunity / Affirmative Action employers. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, disability, sexual orientation or protected veteran status./
Job: Service Contract Act
Title: Junior Meeting Planner
Location: VA, Arlington, VA, United States
Requisition ID: 16002107 a27354871dce46a4b1b24da6146d3c55

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