Saxman One is seeking a Logistics Coordinator/Jr. Meeting Planner to join the team on an HHS contract. This position will support our clients in meeting and event support. Under the supervision of the Conference Manager, meeting support may include pieces of the below, but is not limited to:

Program Administration

Understand government rules and regulations with regard to meetings: in person, hybrid, and virtual.

Understand security rules and regulations with regard to meetings.

Work well under pressure, prioritizing tasks.

Demonstrate good public presence and the ability to interact with many types of people at different levels

Support fellow staff members.

Work with and support other planning partners as needed.

Budget and Financial Analysis

Calculate fees and monitor costs to ensure that meetings stay on budget.

Complete all related travel expense reports within 10 days of completion.

Process all event invoices in a timely manner.

Meeting Coordination

Meet with client to determine specifications.

Coordinate multiple meetings simultaneously.

Locate meeting facility, conduct site visits where necessary, and negotiate contracts with facilities and vendors.

Assist with technical agenda development and run-of-show.

Coordinate with facility to ensure complete and accurate execution.

Reviews banquet event orders for accuracy.

Coordinate with vendors to ensure specifications and requirements are met.

Provide pro-active on-site meeting support, travel as required to facilitate client meetings.

Maintain excellent A/V skills required for coordination of on-site A/V set-up.

Assist with speaker presentations and problem-solving software and hardware difficulties

Administrative Services

Compose and prepare correspondence.

Make travel arrangements for attendees as necessary, then process travel reimbursements.

Create and administer meeting database.

Coordinate to create, design, and maintain websites for meeting registration.

Coordinate to create and print professional-quality meeting materials in a timely and cost-effective manner.

Collect presentations and distribute if required in a timely manner.

Complete monthly status reports in a timely manner.

Complete and sign timesheet in a timely manner.

Other duties as assigned and special projects.

Travel Requirement: A range between 10% and 30% travel should be expected, Although changing requirements may alter that percentage. International travel may also be required.

The salary range (or hiring range) for this position has been established at: $70,000.00 - $80,000.00

The above salary range represents the company’s good faith and reasonable estimate of the range of possible compensation at the time of posting. In addition, for fulltime, benefit eligible positions we offer a variety of benefits including company holidays, paid time off, health insurance, dental insurance, vision insurance, life and disability insurance as well as 401K with company match.

Job Requirements

• High school degree
• 2+ years of experience
• Previous meeting/event support (Government experience preferred)
• CMP or CGMP certifications preferred
• Strong written and oral communication skills, organizational skills, and attention to detail.
• Self-motivated with minimal oversight.
• Computer skills including Microsoft Word, Excel, PowerPoint, and Outlook.
• Understanding of the Federal Travel Regulations as it pertains to government events.
• CVENT experience is a plus.
• The ability to travel is mandatory.
• Must have authorization to work in the United States as defined by the Immigration Reform Act of 1986.