Event Planner

About the role

This role is responsible for the planning, coordination, and execution of meetings, conferences, seminars, and special events for CNA, DoD, and other customers at CNA’s headquarters facility, virtually, and off-site at other venues as necessary. It may include coordination and execution of high-profile and employee morale events. The position ensures successful meetings and events through detailed communication and coordination of all services and amenities, such as catering, room set-up, audiovisual, etc.

Responsibilities

• Schedule and coordinate day-to-day meetings, conferences, seminars, and other events at CNA’s headquarters conference center, other meeting rooms, and virtually as assigned.
• In coordination with event hosts and administrative staff, ensure all meeting details are documented in conference scheduling software and addressed, including supplies and materials, meals/refreshments, A/V requirements, conference room set-up, attendance list, security requirements, and all other meeting requirements.
• Provide ongoing status updates to event hosts and administrative staff.
• Assist and operate virtual and hybrid events for clients if needed.
• Identify, recommend, develop, and manage annual corporate employee morale events such as holiday parties, picnics, on-site luncheons, happy hours, and other events for employees.
• Use surveys and other methods to gather information from staff to determine requirements.
• Manage and track costs against annual corporate morale budget.
• Ensure rooms are set up on the day of the event.
• Receive catering deliveries and set up food and beverage services, including making coffee, icing down drinks, and other items typically provided in-house.
• Make sure rooms are cleaned up after conferences or events and assist with clean-up as necessary.
• Identify, recommend, and work independently with vendors to order and receive supplies and services for food, beverages, linens, supplies, equipment, and other necessary items.
• Reconcile and prepare invoices for approval and payment.
• Solve catering/billing problems and ensure accounts are current.
• Demonstrate initiative in pursuing continuous improvements in the planning, coordination, and execution of day-to-day meetings.
• Identify and recommend improvements and enhancements to expand the services and facilities in the conference center.
• Help maintain the conference center and other meeting rooms, ensuring rooms are clean and in working order.
• Be proficient in the use of corporate event/conference scheduling software and assist end users with its use as necessary.
• Responsible for the technical administration of event planning software and cashless payment system; work with accounting regarding cashless payments and reconciliation.
• Other duties as assigned.

Requirements

• Education: Bachelor’s degree in event management, hospitality management, or equivalent combination of education and work experience required.
• Experience: Minimum of 3 years relevant experience in hospitality, conference support, event coordination, or related function.
• Skills: Proficient in Microsoft Office, Windows, Zoom, and Microsoft Teams. Strong interpersonal and organizational skills. Ability to prioritize workload. Detail- and results-oriented. Strong customer service focus. Ability to work under pressure and address emergent issues.
• Physical: Must be able to lift a maximum of 20 pounds. Must be able to push/pull, load/unload carts containing food and other catering items.
• Other: Ability to work a flexible schedule to accommodate support for early morning, evening, and occasional weekend events. Must have the ability to obtain and maintain a secret security clearance.

Benefits

CNA offers competitive salaries and a comprehensive benefits package, which includes health, dental, and vision insurance, life and disability insurance, and a 403(b) retirement plan with employer matching. Additionally, generous paid time off programs are provided to promote a healthy work-life balance. Eligibility for these benefits varies based on employment classification.

Schedule

This position requires a flexible schedule to accommodate early morning, evening, and occasional weekend events.