Meetings Logistics Coordinator

Hybrid WFH in Reston, VA 22030 | Currently – 2 days in office – 3 days remote

SPARGO, Inc. is a full-service event management company, offering a suite of services that support the production of trade shows, conventions, conferences, symposiums, and seminars.

Benefits

Casual Work Environment
100% Company Paid Medical (choice of 3 plans), Dental and Vision for Employee
Available FSA or HSA account
100% Company paid Basic Term Life and AD&D Insurance
100% Company paid Long Term Disability Insurance
AFLAC is Available
401(k) Plan
Paid Sick and Vacation Leave

Summary:

The Meeting Logistics Coordinator will be responsible for speaker and abstract management. The individual must be detail oriented as well as have excellent communication skills and an outstanding customer service attitude. In addition, he/she must have the ability to switch between meetings and associated assigned responsibilities. This position reports to the Meetings Manager.

Essential Duties and Responsibilities (in order of importance):

1. Full lifecycle speaker management, including but not limited to: a. Issuing invitations to speakers and tracking responses.

b. Providing logistics information related to speaker participation.
Answering questions asked by invited speakers relating to their participation.
Assisting invited speakers with organizing travel arrangements.
Processing travel reimbursement requests following the conclusion of each meeting.

2. Full lifecycle abstract management, including but not limited to: a. Developing and submitting requirements for the call for abstracts submission website through Cadmium.

Answering questions asked by submitters relating to the guidelines and submission process.
Managing the abstract review process with selected committee.
Issuing invitations to selected individuals for oral and poster presentation.
Collecting deliverables from oral and poster presenters.

3. Developing program-related promotional graphics for the marketing team to utilize in email communication and social media posts.

4. Researching and reviewing potential restaurants and other meeting and event venues.

5. Travel on behalf of SPARGO as required for the onsite execution of meetings.

6. Perform other duties as assigned.

Qualifications (computer & communication skills, training, certification, etc.):

1. Strong proficiency with Microsoft Word, Excel, Outlook, and PowerPoint. Experience with Smartsheet and Cadmium is helpful.

2. Excellent interpersonal, organizational, and communication skills are essential with a focus on the ability to work independently; the capacity to establish priorities, meet deadlines, and handle competing tasks in a fast-paced environment; and the ability to remain positive and productive in demanding situations.

3. Diligent work habits and continual attention to detail in composing, editing, and proofing materials; advanced-level business writing skills; and sound judgement and professional discretion with information is required.

4. Team player with the ability to collaborate successfully with others, share ideas, and assist other department members on projects as needed.

Education and/or Experience:

1. HS diploma (or equivalent) required and/or completion of related college-level courses.

2. Minimum 1-2 years general administrative and customer service experience.

Travel Required: Up to 15%. During the onsite execution of meetings, early morning, and evening hours as well as weekends may be required. During high volume planning periods, longer hours may be required.

FLSA Status: Non-Exempt

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