Overview
Senior Conference Planner
Various Site Locations, DC Metro Area
Are you ready to enhance your skills and build your career in a rapidly evolving business climate? Are you looking for a career where professional development is embedded in your employer’s core culture? If so, Chenega Military, Intelligence & Operations Support (MIOS) could be the place for you! Join our team of professionals who support large-scale government operations by leveraging cutting-edge technology and take your career to the next level!
Articus Solutions, LLC is a certified ANC 8(a), Small Disadvantaged Business (SDB) headquartered in Colorado Springs, Colorado. We provide world-class Engineering, Integrated Hardware and Software, Advisory & Assistance Services (A&AS), Program & Project Management, Subject Matter Experts, Financial & Administrative Services, and Records Management Services. Articus has extensive experience supporting customers throughout the US and around the globe and is a wholly owned subsidiary of Chenega Corporation.
The Senior Conference Planner [Washington Headquarters Services (WHS) Science, Technology and Innovation Board (STIB) leads full-lifecycle planning and execution of high-visibility, secure Department of War (DoW) conferences and off-site meetings. The role applies knowledge of DoW operations, organizational protocols, military customs and courtesies, Official Representation Funds (ORF), and security requirements while coordinating administrative, logistical, accessibility, transportation, catering, audiovisual, registration, and security activities for an annual event supporting approximately 50–100 participants over seven days, including setup and closeout, with potential support for an additional surge event. The position works in coordination with the Program Manager and corporate Security Team and leads a supporting team during on-site event execution.
Responsibilities
Key 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; assess lodging, room configurations, breakout space, A/V and IT 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 clear 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/government customs and courtesies.
- Direct on-site logistics, room configurations, crowd flow, signage, supplies, venue coordination, A/V and IT 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, A/V 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 DoW organizations, staff processes, decision cycles, operational requirements, and coordination channels when developing and executing event plans.
- Ensure event activities comply with DoW protocol, military customs and courtesies, senior leader and Distinguished Visitor requirements, and applicable federal policies.
- Coordinate ORF-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.
- Other duties as assigned.
Security and Compliance Responsibilities:
- 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.
- Other duties as assigned.
Key Deliverables and Success Measures:
- Project plans, milestone schedules, event trackers, site comparison matrices, survey reports, event-specific procedures, Run of Show, attendance roster, and After Action Report.
- Deliverables are timely, accurate, clear, concise, complete, properly formatted, and suitable for Government review with minimal rework.
- Event spaces, technology, transportation, catering, supplies, registration, accessibility, protocol, and security controls are fully operational before attendee arrival.
- Risks, schedule changes, vendor issues, security concerns, and operational problems are communicated early and resolved proactively.
Qualifications
- High school diploma or GED equivalent required.
- 7+ years of experience planning and executing complex conferences, executive meetings, or government events from site selection through post-event reporting to include:
•
- Experience supporting Department of War (DoW) organizations, senior leaders, and mission-driven operations in a complex headquarters or operational environment.
- DoW organizational structures, staff coordination processes, event approval pathways, protocol requirements, and military customs and courtesies.
- Experience planning and administering ORF-supported events, including allowable uses, required approvals, supporting documentation, vendor considerations, and financial accountability.
- Top Secret clearance required with Sensitive Compartmented Information (SCI) eligibility and access for the duration of the assignment.
Preferred Qualifications:
- Bachelor’s degree in event management, hospitality, business administration, communications, or a related field; equivalent relevant experience may be considered.
- Direct experience supporting DoW organizations, federal advisory committees, classified meetings, senior government officials, general or flag officers, and other Distinguished Visitors.
- Professional event-planning certification or comparable industry credential.
- Experience evaluating Government per diem, allowable expenses, vendor pricing, contracts, attrition provisions, and cancellation terms.
Knowledge, Skills and Abilities:
- Must be available during core Government hours of 9:00 a.m.–3:00 p.m. Eastern Time, Monday through Friday, on non-event days.
- Must support altered or extended schedules during setup, event execution, and closeout.
- Frequent travel may be required within the National Capital Region and throughout CONUS, with possible OCONUS travel. Travel and shipment of event materials require Government authorization.
- Must be able to work on-site at Government-selected venues, including locations outside the Pentagon and Mark Center.
- Proven ability to coordinate venues, lodging, catering, transportation, A/V and IT, registration, accessibility, protocol, vendors, supplies, budgets, and schedules.
- Strong knowledge of event risk management, quality control, document management, and executive-level customer service.
- Exceptional written and verbal communication skills, attention to detail, organization, judgment, discretion, and ability to manage competing priorities.
- Ability to produce accurate, concise, complete, and professional deliverables in Microsoft Office applications with minimal revision.
- 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.
How you’ll grow
At Chenega MIOS, our professional development plan focuses on helping our team members at every level of their careers to identify and use their strengths to do their best work every day. From entry-level employees to senior leaders, we believe there’s always room to learn.
We offer opportunities to help sharpen skills in addition to hands-on experience in the global, fast-changing business world. From on-the-job learning experiences to formal development programs, our professionals have a variety of opportunities to continue to grow throughout their careers.
Benefits
At Chenega MIOS, we know that great people make a great organization. We value our team members and offer them a broad range of benefits.
Learn more about what working at Chenega MIOS can mean for you.
Chenega MIOS’s culture
Our positive and supportive culture encourages our team members to do their best work every day. We celebrate individuals by recognizing their uniqueness and offering them the flexibility to make daily choices that can help them be healthy, centered, confident, and aware. We offer well-being programs and continuously look for new ways to maintain a culture where we excel and lead healthy, happy lives.
Corporate citizenship
Chenega MIOS is led by a purpose to make an impact that matters. This purpose defines who we are and extends to relationships with our clients, our team members, and our communities. We believe that business has the power to inspire and transform. We focus on education, giving, skill-based volunteerism, and leadership to help drive positive social impact in our communities.
Learn more about Chenega’s impact on the world.
Chenega MIOS News- https://chenegamios.com/news/
Tips from your Talent Acquisition Team
We want job seekers exploring opportunities at Chenega MIOS to feel prepared and confident. To help you with your research, we suggest you review the following links:
Chenega MIOS web site - www.chenegamios.com
Glassdoor - https://www.glassdoor.com/Overview/Working-at-Chenega-MIOS-EI_IE369514.11,23.htm
LinkedIn - https://www.linkedin.com/company/1472684/
Facebook - https://www.facebook.com/chenegamios/
#Articus, LLC
Teleworking Permitted? Yes Teleworking Details To be determined: Hybrid or remote work may be authorized but is not guaranteed; classified duties must be performed at an approved Government facility. Estimated Salary/Wage USD $41.07/Hr. Up to USD $75.00/Hr.