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Chenega

Defense, intelligence, and federal staffing services

Senior Conference Planner

Project ManagementConfirmed live in the last 24 hours
Part-timeWashington, DC, USA$41.07 - $75 /hrIn-person

About the Job

Requirements

  • A high school diploma or GED equivalent is required.
  • At least 7 years of experience planning and executing complex conferences, executive meetings, or government events from site selection through post-event reporting is required.
  • Experience supporting Department of War organizations, senior leaders, and mission-driven operations in a complex headquarters or operational environment is required.
  • Knowledge of Department of War organizational structures, staff coordination processes, event approval pathways, protocol requirements, and military customs and courtesies is required.
  • Experience planning and administering Official Representation Fund-supported events, including allowable uses, required approvals, supporting documentation, vendor considerations, and financial accountability, is required.
  • A Top Secret clearance with Sensitive Compartmented Information eligibility and access is required for the duration of the assignment.
  • Availability during core Government hours of 9:00 a.m. to 3:00 p.m. Eastern Time, Monday through Friday, on non-event days is required.
  • The ability to support altered or extended schedules during setup, event execution, and closeout is required.
  • The ability to work on-site at Government-selected venues, including locations outside the Pentagon and Mark Center, is required.
  • The ability to coordinate venues, lodging, catering, transportation, audiovisual and information technology, registration, accessibility, protocol, vendors, supplies, budgets, and schedules is required.
  • Knowledge of event risk management, quality control, document management, and executive-level customer service is required.
  • The ability to produce accurate, concise, complete, and professional deliverables in Microsoft Office applications with minimal revision is required.
  • The ability to work independently while collaborating with the Program Manager and corporate support functions, lead cross-functional and on-site event teams, communicate proactively, delegate effectively, and maintain continuity during altered or extended schedules is required.

Responsibilities

  • Lead event planning from concept through post-event closeout in coordination with the Program Manager, including project plans, milestones, in-progress reviews, master trackers, schedules, risk identification, and mitigation.
  • Research and evaluate at least three viable event locations, assessing lodging, room configurations, breakout space, audiovisual and information technology infrastructure, internet capacity, accessibility, security, catering, transportation, parking, walkability, emergency services, cost, and compliance with Government per diem and expense rules.
  • Prepare site comparison matrices and comprehensive survey reports with findings, advantages, disadvantages, risks, and recommendations.
  • Manage attendee registration, RSVPs, dietary restrictions, secure badges, help-desk operations, attendance rosters, and reasonable accommodations.
  • Coordinate Distinguished Visitor and VIP protocol, including escorts, reserved parking, seating, flag placement, motorcade staging, and military and Government customs and courtesies.
  • Direct on-site logistics, room configurations, crowd flow, signage, supplies, venue coordination, audiovisual and information technology support, catering deployment, transportation, and rapid issue resolution.
  • Plan working meals, refreshment breaks, welcome receptions, and wrap-up banquets; verify dietary accommodations, vendor eligibility when applicable, delivery timing, allowable costs, and cleanup.
  • Procure, assemble, safeguard, ship, and account for event materials, including badges, lanyards, briefing binders, name tents, directional signage, and office supplies.
  • Create and maintain a minute-by-minute Run of Show covering activities, speaker transitions, audiovisual cues, catering deliveries, transportation, and assigned points of contact.
  • Prepare an After Action Report within ten business days and an electronic attendance roster by participant and date.
  • Apply working knowledge of Department of War organizations, staff processes, decision cycles, operational requirements, and coordination channels when developing and executing event plans.
  • Ensure event activities comply with Department of War protocol, military customs and courtesies, senior leader and Distinguished Visitor requirements, and applicable federal policies.
  • Coordinate Official Representation Fund-supported meals and official functions, including documentation, approval support, allowable-cost controls, attendee eligibility, vendor requirements, and reconciliation in accordance with governing policy.
  • Lead, task, and coordinate the event support team during setup, execution, and closeout; conduct team briefings, assign functional responsibilities, monitor performance, and resolve on-site issues.
  • Coordinate staffing plans, work schedules, communications, and contingency coverage with the Program Manager to maintain uninterrupted support.
  • Support the corporate Security Team in coordinating visitor access requests, security clearance rosters, facility access, document control, and secure handling of classified and sensitive materials.
  • Coordinate with the corporate Security Team, Government security representatives, Special Security Officers, venue security teams, and other authorized stakeholders to plan and execute applicable personnel, physical, information, and facility security requirements.
  • Develop and follow event-specific off-site standard operating procedures and promptly report security incidents through appropriate channels.
  • Safeguard Government equipment, information, property, controlled unclassified information, National Security Information, and proprietary data.
  • Clearly identify contractor status when interacting with third parties and appropriately mark contractor-produced reports and documents.

Desired Qualifications

  • A bachelor's degree in event management, hospitality, business administration, communications, or a related field is preferred; equivalent relevant experience may be considered.
  • Direct experience supporting Department of War organizations, federal advisory committees, classified meetings, senior Government officials, general or flag officers, and other Distinguished Visitors is preferred.
  • Professional event-planning certification or a comparable industry credential is preferred.
  • Experience evaluating Government per diem, allowable expenses, vendor pricing, contracts, attrition provisions, and cancellation terms is preferred.
  • Frequent travel within the National Capital Region and throughout the continental United States, with possible outside-continental-United-States travel, may be required. Travel and shipment of event materials require Government authorization.
  • Exceptional written and verbal communication skills, attention to detail, organization, judgment, discretion, and the ability to manage competing priorities are expected.

About the Company

Chenega

Defense, intelligence, and federal staffing services

Chenega is a government services contractor that supplies staffing and support services for defense, intelligence, and federal civilian customers, plus commercial clients. It operates across the United States, its territories, and several countries, tapping wide opportunities in government contracting. Its offerings center on staffing and mission support through various contracts, delivering qualified personnel and services to meet client needs. Unlike many industry players, Chenega is rooted in an Alaska Native village corporation, which shapes its ownership and community-focused approach while competing in a broad national market. The company’s goal is to help government and commercial customers execute their missions by providing reliable, professional personnel and services under contract.

Company size
1,001-5,000
Company stage
Not listed
Total funding
Not listed
Headquarters
Anchorage, AK
Founded
1974

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