Conference Event Planner

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee the comprehensive planning and execution of around 25 events each year, which includes virtual and in-person conferences, workshops, and summits.

• Act as the primary point of coordination for events among stakeholders, advisory groups, facilitators, vendors, and federal partners.

• Create and manage event timelines, logistics strategies, agendas, registration documents, and run-of-show materials.

• Handle venue and site requirements, organize breakout sessions, enhance participant engagement, provide onsite support, arrange travel, and develop contingency plans.

• Oversee attendee registration and maintain participant communications throughout the entire event lifecycle.

• Coordinate vendor and technological needs with VA OIT and technology support teams.

• Facilitate readiness prior to events and deliver real-time execution support to identify, address, and resolve any issues that arise.

• Ensure that event planning, materials, and execution adhere to VA policies, Section 508 accessibility standards, and federal regulations.

• Lead post-event assessments and continuous enhancement efforts, including gathering feedback, documenting lessons learned, and providing recommendations.

• Utilize public health knowledge and an understanding of VA/VHA to support strategic goals, prioritize Veteran-focused initiatives, and engage a multidisciplinary range of stakeholders.

⛳️ Requirements

• A Bachelor's degree (BA/BS) from an accredited institution.

• At least six (6) years of experience in planning and managing conferences, meetings, trade shows, workshops, training events, or other large-scale professional gatherings.

• Proven experience in coordinating all stages of event planning and execution, including logistics, registration, scheduling, vendor management, and onsite support.

• Demonstrated experience in evaluating venues and managing site selection, facility needs, and event logistics.

• Proficient in creating agendas, schedules, registration materials, programs, and participant communications.

• Experienced in planning and executing virtual, in-person, and hybrid events utilizing web conferencing and event technology platforms.

• Ability to coordinate and collaborate effectively with clients, project teams, vendors, facilitators, and external partners.

• Familiarity with accessibility standards for digital content and event materials.

• Capable of managing multiple simultaneous events and priorities while ensuring accuracy and quality.

• Strong organizational, project management, written communication, and verbal communication skills.

• Proficient in Microsoft Office Suite and event management technologies.

• Authorized to work in the U.S. indefinitely without the need for sponsorship.

• Capable of obtaining and maintaining a VA Tier 1 / Low Risk background investigation.

🏝️ Benefits

• Health, dental, and vision coverage.

• Flexible spending accounts.

• Disability insurance.

• Life insurance.

• Retirement plan.

• Paid time off.

• Additional programs to support employees and their families.