Company Name: (ISC)²
Location: Alexandria, VA
Type: Full Time
Job Description:
The Corporate Event Planner-Office Manager is responsible for planning, coordinating and execution of all aspects of governance and non-revenue meetings and events including quarterly board of director meetings, executive leadership meetings, individual team meetings-team building events, task force meetings and all hands companywide meetings. This position will also be responsible for managing the day-to-day administrative functions within the Alexandria office. This position works directly with the Corporate Office & Administrative Services Manager and Executive Administrator to the Board on board governance. This individual will be a highly motivated, extremely organized, self-directed team player.
Responsibilities
Board Governance:
- Facilitate planning of governance meetings from inception to execution including venue sourcing, contract negotiation, menu planning, board dinners and transportation
- Collaborate with the EA to the Board of Directors for all board governance and committee meeting requirements for event including the pre-planning, implementation, and post-event
- Proficient using a variety of delivery formats including, but not limited to (i.e., Cvent, SharePoint, Excel, PPT, Survey Monkey) for event planning
- Preparation of working documents to track events including spreadsheets, travel summaries, forms, and word documents in support of quarterly board meeting
- Align event timeline with all board governance and committee timelines to ensure no conflicts
- Review and approve BEOs, specifications, contracts and proposals and prepare cost comparison for meeting venue for CEO final review and selection
- Research vendor capabilities, pricing and manage vendor negotiations (A/V, decor, amenities, etc.)
- Negotiate and review contracts prior to submitting to EA to the Board of Directors for final contract review and execution
- Manage hotel room blocks, rooming lists, catering selections/BEOs (including special dietary needs), meeting room set-up, AV and internet requirements within specified deadlines
- Manage the meeting budget, including facilitating and reconciling expenses associated with board meetings
- Reviews deliverables, processes, and documentation i.e., checklists, etc. to improve operational efficiencies
- Collaborate with legal team on annual budget numbers related to governance meetings and travel
- Complete other event tasks as assigned
Non-Governance Meetings:
- Collaborate with Corporate Office and Administrative Services Manager to gather event requirements for in office and off-site meetings including executive leadership team meetings, Committee, Task Force Meetings, All Access meetings and others as directed
- Proficient of the RFP process, strong contract negotiation skills, and knowledge of industry terms & practices
- Facilitate RFP process to appropriate venues in destination city and communicate recommendations based on location and overall package value
- Negotiate and review contracts prior to submitting to contract review for final review and execution
- Track meeting related travel, ensuring budget and event schedule are in compliance
- Timely communications on travel and hotel logistics to attendees
- Manage hotel room blocks, rooming lists, catering selections/BEOs (including special dietary needs), meeting room set-up, AV and internet requirements within specified deadlines
- VIP arrangements, room upgrades, transportation, dining reservations and amenities
- Post-event billing review and reconciliation to corporate p-card
- Maintain position related documents and spreadsheets for each event
- Maintain online travel profiles for internal team members
- Collaborate with Finance on annual budget numbers related to non-governance meetings and travel
- Code and manage expense transactions in Expensify daily
- Flexibility to the constant changes of meeting needs and varied time zones
- On-site meeting support within the HQ office including room set up, catering, clean up
HQ Office Manager functions:
- Check in visitor(s)
- Mail pick-up, sort, deliver (via email)
- Receive deliveries (USPS, UPS, FedEx)
- Maintain vendor deliveries/equipment maintenance (Coffee/water, copier, supplemental HVAC, office supply, plant)
- Office supply order
- Liaison with property manager for after-hours HVAC as required
- Order catering as directed for onsite meetings, conference room set up, and clean up
- Demonstrates commitment to valuing diversity and contributing to an inclusive working and learning environment
- Miscellaneous duties as assigned
Travel:
- Back-up for booking travel reservations as directed for C-suite
- Liaison with Direct Travel for specific travel related needs
Qualifications
- Bachelor’s degree or equivalent C-Suite Executive level event planning or hospitality industry experience
- Minimum five (5) years’ experience in a Meeting Planner position, preferably for nonprofit associations
- Excellent communication skills – written and spoken
- Possess excellent organizational skills and cognate experience in project management
- Ability to complete projects with minimal supervision
- Proficiency in Microsoft Office products, including Outlook, PowerPoint, Excel and Word
- CVENT registration experience preferred
- Certified Meeting Professional (CMP) preferred
Skills/Competencies:
- Ability to demonstrate and support the 5 Company Core Values: Integrity, Excellence, Unity, Accountability, Agility
- Ability to build an inclusive culture that encourages, supports and celebrates diversity; serve as a role model to promote DEI best practices
- Resourceful, with ability to calmly problem solve in last-minute or stressful situations
- Proactive, hands-on individual with the ability to multi-task, manage time and resources effectively and prioritize with minimal direction in a fast-paced environment
- Advanced writing/editing skills, and ability to adapt writing style as necessary to communicate through varied proposals and meeting collateral
- Excellent proofreading skills
- Excellent project management skills and the ability to effectively prioritize work
- Excellent attention to detail.
- Superior organizational and planning skills with excellent written and oral communication skills
- High sense of urgency. Willingness to do what it takes to meet goals while maintaining the absolute highest standards in terms of honesty, integrity and business ethics.
- Interact with the greater cybersecurity community, and represent the organization tactfully and diplomatically
- Excellent interpersonal skills with the ability to interact and communicate with all levels of the Association, including Executive Leadership and Board of Directors. Sensitivity to confidential matters and executive interaction required.
- Self-starter who provides creative and pragmatic solutions to business issues and problems
- A positive, can-do attitude, high-energy, enthusiastic team player
- Creativity and flexibility as well as a positive, professional attitude are a must
Physical & Mental:
- 10% travel required
- Work additional hours when necessary
- Work in an office environment using dual monitor computer screens
- Sitting for extended periods and occasional lifting during set up for meetings
Equal Employment Opportunity Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic as protected by applicable law.