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 management
• Provide meeting planning for all events; including registration, scheduling rooms, maintaining calendars, and conducting research
• Assist in the organization of meetings by notifying participants, preparing agendas, and required informational materials
• Collaborate with writers, designers, meeting planners and digital teams to create meeting materials and support speaker material management
• Coordinate travel arrangements for all participants
• Organize conference database and data entry procedures
• Prepare and distributes meeting materials
• Prepare meeting minutes for government clients
• Provide pre-meeting, on-site, and post-meeting logistical support
• Track all incoming invoices and compare them with order and budget expectations
• Process travel reimbursement expenses for travelers and consultants
• Review discrepancies with vendors

Virtual Events:

• Serve as central coordinator for virtual events to set up and implement virtual meetings
• Schedule, host and manage meetings, provide technical support to attendees and speakers using virtual platforms
• Facilitate different types of events, i.e., meetings, webinars, pre-recorded webinars, virtual conferences, virtual training, in-person meetings or conferences
• Meet with clients to understand their event requirements
• Coordinate and collaborate with other project team members, panelists/speakers, and co-organizers, including government clients
• Develop slide decks for meeting hosts and presenters
• Obtain event items needed—bio, headshot, credentials—along with due dates
• Create of facilitator/speaker notes
• Retrieve webinar recordings and post them to a shared repository for the project team
• Coordinate various communications with event teams
• Assign 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 requested
• Capture minutes/note-taking for meetings as required
• Serve as backup to other meeting planners
• Coordinate with professional services for technical assistance and live captioning
• Execute dry runs/rehearsals in advance of live events to ensure speakers are ready and prepared

Ideal Candidates Will Have

• A minimum of 3+ years of work experience in coordinating logistics for the federal government is required
• At lest 2 years of experience in virtual event planning is strongly desired
• Bachelor’s degree, or equivalent work experience
• Active Certified Meeting Planner (CMP) certification
• Experience with virtual meeting platforms such as Zoom, Webex, and others
• Excellent skills with Microsoft tools and experience with project management tools; intermediate to high proficiency in MS Office: Outlook, Excel, Word and Powerpoint is required
• Ability to work independently to meet deadlines and be organized when contributing to several projects at once
• Keen attention to detail and expertise in managing timelines
• Organization skills, and readiness to play a customer service role for multiple clients
• Critical thinking skills, with an ability to quickly discern issues and troubleshoot during live events
• Positive, solutions-oriented, customer-service mindset, able to be flexible to take on large or small tasks as needs arise in a fast-paced environment

Required Skills

• Knowledge of Federal Acquisition Regulations pertaining to meetings and conferences
• Knowledge of project management software, with knowledge of Asana as a plus
• Expertise 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.