Event Planner

TITLE : Event Planner
ORGANIZATION : National Governors Association
LOCATION : Washington, DC (onsite)
DURATION : Full Time
POSITION STATUS : Exempt
COMPENSATION : A competitive compensation package will be made to the qualified candidate
REPORTS TO : Director, NGA Events

ORGANIZATION BACKGROUND
Founded in 1908, the National Governors Association is the bipartisan organization of Governors from the 55 states, territories and commonwealths. NGAs mission is to share best practices, address issues of national and state interest, and drive innovative solutions that improve state government and support the principles of federalism.

NGAs Center for Best Practices is the policy and research arm that helps Governors develop and implement solutions to public policy challenges. NGAs Government Relations group assists in ensuring the voice of Governors are heard in Congress, and the Executive Branch and NGAs Communications team collaborates with Governors offices to amplify bipartisan messaging and strategy.

Throughout the year, NGA convenes Governors and senior advisors for meaningful discourse, problem-solving and thought leadership.

KEY RESPONSIBILITIES OF THE EVENT PLANNER
The Event Planner executes logistics for assigned NGA events. The Event Planner works within a team environment, under the direction of the Director, NGA Events, and collaborates with both internal and external stakeholders to deliver top-quality programs. This team member will be expected to be full-time in Washington, DC.

Other important responsibilities of the Event Planner:

• Source venues; research and recommend meeting sites for meetings, as assigned;
• Negotiate contracts with vendors and service providers for meetings, as assigned;
• Develop meeting registration websites to include travel logistics, reimbursement policies and registration requirements in meeting platform (Cvent);
• Liaison with vendors and NGA staff for meeting requirements;
• Create meeting specifications to include room design, technology, production and entertainment requirements, hotel rooms management and food and beverage menu design/catering arrangements;
• Provide overall on-site meeting coordination;
• Coordinate/support onsite registration process including badge production and credential distribution;
• Provide technical assistance and other support for meetings (including virtual meetings);
• Develop and monitor registration activity and housing pick-up and maintain consistent communication; (Cvent)
• Monitor and manage hotel room blocks for major events and meetings, frequently using Passkey software to facilitate this process.
• Create and maintain Event reports; (Cvent and Concur)
• Monitor the collection of Event registration fees; (Cvent)
• Monitor and adhere to meeting budgets using NGA and funders guidelines;
• Review and approve final vendor billing and prepare post-meeting reports and reconciliation of invoices;
• Provide training to NGA staff on virtual meetings, registration sites and travel platform;
• Travel, as necessary and as assigned, to help support NGA programs; and
• Other duties as assigned by Director, NGA Events.

QUALIFICATIONS
Candidates should have a bachelors degree preferred in hospitality, event planning or a related field, with a Certified Meeting Planner (CMP) credential preferred. Four-plus years of progressive event planning experience. Preference given to candidates with current, in-depth working knowledge of and experience with Federal Travel Regulations (FTR). Experience working with Governors, working in federal or state agencies or non-profit organizations is preferred.

The ideal candidate will have demonstrated ability to:

• Have excellent organizational skills and meticulous attention to detail, with proven ability to meet deadlines and work collaboratively with senior leadership;
• Strong project management skills, setting project goals and timelines and ability to multi-task,
• Have excellent verbal and written communication skills;
• Have excellent interpersonal, customer service, and communication skills speaking to both internal and external customers;
• Be an effective problem-solver and have ability to prioritize tasks;
• Be able to respond to problems and to assist clients with a calm, courteous, and helpful manner and attitude;
• Work diplomatically in a team environment, both within and outside NGA;
• Collaborate with other NGA division staff for effective communications;
• Work effectively with meeting-based technology such as Cvent, (online registration and housing software), meeting apps and other office systems (e.g., Word, Excel, PowerPoint, etc.) and electronic communications;
• Have good negotiation skills with the ability to secure quality services and products while maintaining budget integrity;
• Understanding of the Federal Travel Regulations (FTR) managing events funded with federal contracts and grants or held in federal facilities;
• Be an innovative and creative thinker; and
• Have the flexibility to work potential evenings and weekends.

HOW TO APPLY
Interested candidates should apply online through NGAs career site. NGA uses Clear Company, and all information is kept strictly confidential. An application is considered when all required fields are completed. Please include:

• Your resume highlighting your education, experience, and direct transferable skills
• A portfolio of your best work (attach to your candidate profile via Clear Company)

COMPENSATION
Salary Range: $80,000 - $86,000 annually. The salary range represents a good faith estimate of the lowest to the highest salary for this position. The final salary offered will be based on qualifications and experience.

PHYSICAL AND SENSORY DEMANDS
Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. NGA is committed to providing a productive and safe environment. To achieve that goal, we conduct background and reference check investigations for all final applicants considered for employment.

WORKING AT THE NATIONAL GOVERNORS ASSOCIATION
NGA staff proudly serve our nations Governors daily, and its our mission to ensure we offer a
comprehensive, competitive benefits package designed to support the needs of NGA employees.

NGA is an Equal Opportunity Employer committed to providing equal employment opportunities without regard to race, color, religion, sex, national origin, protected veteran status, disability status, age, sexual orientation, gender identity and expression, marital status, or any other legally protected factor. We encourage individuals of all backgrounds to apply.