Beavercreek, OH - Contract - Posted August 15, 2024
Plans, coordinates, and executes group meetings, events, workshops, and conventions for Air Force Research Laboratory (AFRL) Directorate or Division. This role requires excellent organizational and communication skills to ensure that events and workshops are effectively planned, managed, and executed. The Event/Workshop Planner plays a critical role in facilitating the smooth operation of various engagements, ensuring that all participants are well-prepared and that the events run according to schedule.
• Coordinates activities with staff, convention personnel, or clients to ensure all logistical aspects of meetings, events, workshops, or conventions are planned and executed smoothly. • Collaborates with relevant organizations identified by AFRL/RS to plan and execute event processes. • Develops documents to engage the industry and other stakeholders • Creates schedules for briefings and ensures the timeliness of event activities. • Coordinates and prepares briefing materials • Attends planning meetings as the AFRL/RS lead and gathers feedback from subject matter experts (SMEs) and industry participants. • Conducts and presents briefings during events and workshops. • Develops, implements, and monitors event/meeting planning procedures. • Determines cost estimates and budgets; tracks spending and adherence to budget; prepares management reports. • Assists with site selection, contract review, and negotiation. • Negotiates contracts and maintains relationships with vendors, including but not limited to caterers, rental companies, staffing services, entertainment suppliers, transportation companies, airlines, hotels, and conference sites. • Coordinates trade show booth reservations, materials, and setup; develops trade show booth theme and exhibit space layout. • Coordinates registration and payment procedures, promotional advertising and mailings, and corporate sponsorship activities. • Coordinates catering services and room and communication equipment requirements. • Interfaces with USAF public affairs, marketing, and other appropriate departments and/or staff to coordinate media activities. • Manages event staffing and scheduling; manages outside vendors and staff. • Attends all events to direct staff and outside vendors and ensures events are executed efficiently; expedites all problems and emergencies. • Assists in the development of internal and external promotional materials as needed. • Provides project status reports as needed. • Coordinates calendar of events and special meetings. • Performs other related duties as assigned by management.
• Excellent written and verbal communication skills. • Acute attention to detail. • Strong organizational and problem-solving skills; able to manage priorities and workflow. • Commitment to excellence and high standards. • Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm. • Demonstrated proficiency in staff supervision. • Excellent customer service skills. • Ability to work independently and as a member of various teams and committees • Proven ability to handle multiple projects and meet deadlines • Good judgment with the ability to make timely and sound decisions • Creative, flexible, and innovative team player • Ability to work on complex projects with general direction and minimal guidance. • Passion, enthusiasm, focus, creativity, and a positive outlook. • Professional appearance and demeanor • Ability to effectively communicate with people at all levels and from various backgrounds. • Must be able to speak, read, write, and understand the primary language(s) used in the workplace. • Proficient in Microsoft Office • Demonstrated ability to plan and organize projects.
• Minimum of 3 to 5 years related experience or equivalent.
Secret Clearance
COMPETENCIES: • Oral Communication--Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. • Teamwork--Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed. • Planning/Organizing--Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans. • Adaptability--Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
PHYSICAL DEMANDS AND WORK ENVIRONMENT: • Frequently required to stand • Frequently required to walk • Frequently required to sit • Frequently required to utilize hand and finger dexterity • Occasionally required to climb, balance, bend, stoop, kneel or crawl • Frequently required to talk or hear • Frequently utilize visual acuity to operate equipment, read technical information, and/or use a keyboard • Occasionally required to lift/push/carry items up to 25 pounds • Occasionally exposed to outside weather conditions
9/30/2024
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