Senior Conference Manager

About us

Civility Management Solutions (CivilityMS) provides Conference Logistics/Meeting Support, and Training Support Services to the Federal Government, to include the Department of Health and Human Services, Department of Defense, Department of the Air Force, Department of Veteran Affairs, and Department of the Treasury.  We provide for event logistics; on-site and virtual event management, staffing, and technical support during each event.

About the position

We are looking for an energetic, detailed oriented, self-directed person to support overall our operational objectives of planning, coordinating, executing, and facilitating in-person, virtual, and hybrid conferences/events for our customers.  This support includes the following:

• Provide expert knowledge of event logistics to assist with the planning and management of customer events

• Provide guidance and consultation to event owners on event planning logistics

• Collaborate with the Events Management Team on virtual platform testing, existing processes

• Facilitate assigned events as the lead or back-up

• Provide weekly status reports to the COR

Responsibilities:

• Provide logistical support to assigned events either as a lead Senior Meeting Manager.

• Review event requirements, schedule intake meetings and client close-out meetings (after action reviews) with Event Owners to go over event logistics.

For virtual and hybrid events:

• Have experience in several virtual platforms including Webex, Zoom, Cvent, etc. 

• Create event on selected platform and share the virtual link (including registration link, when needed) with all functionalities required for the event.

• Schedule and manage rehearsals from beginning to end, answer questions and verify that all participants are comfortable with their parts during the event.

•  Serve as the technical host or co-host during rehearsals and events. Conduct audio and video checks, assist with basic questions/issues, and escalate complex issues to CFPB’s Technology and Innovation point of contact.

• Assign participant privileges and change participant roles during rehearsals and events as needed.

• Create or modify a Microsoft PowerPoint 508 compliant logistics slide displayed at the beginning of the event.

• Be prepared to provide verbal logistical information at the beginning of the event.

• Upload, share and run PPT presentations, videos, websites, etc. as needed.

•  Enter and facilitate polling questions.

• Create and manage breakout sessions.

•  Monitor the chat and Q&A for both technical issues and program questions.

•  Request closed captioning services, recording capability and other logistics as needed.

• Schedule and attend event debrief/close-out; complete Client Close Out form and distribute to all in attendance.

•  Assist with other event management logistical duties as assigned.

For hybrid and in-person events:

Work closely with the Events Management Team to:

• Identify venues, inspect potential locations, determine site specifications and requirements.

• Determine room set-up, develop room diagrams, coordinate logistics for staging and equipment.

• In conjunction with audio visual technicians or vendor, identify audio visual equipment needs, e.g., lighting, sound, stage, pipe and drape and establish setup and strike schedules

• Follow government agency policy for food and beverage, determine food and beverage service requirements, select menus, establish service times, duration, and breakdown.

• For events assigned, act as the Point-of-Contact the day of the event for vendors, supporting operations teams and volunteers

• Provide onsite logistical management of event.

• Assist with the approval process for the use and scheduling of multi-purpose rooms and web conference rooms.

• Assist with post-event cleanup.

• Schedule and attend event debrief/close-out; complete Client Close out form and distribute to all in attendance.

• Assist with other events management logistical duties as assigned.

Other

• Follow all government agency policies and procedures as they pertain to event management.

• Use the Microsoft Outlook events shared calendar for documenting all meetings as they pertain to assigned events.

• Utilizing Microsoft (MS) Windows Operating System (OS), MS Office Suite, and other standard desktop office environment applications such as Adobe Acrobat, Adobe LiveCycle, etc. to prepare, present, or distribute official documents, briefings, or visual aids or collect, update, coordinate or analyze attendee information.

• Creating, updating, filing and managing databases, documents, and spreadsheets such as event attendance tracking, waiver tracking, etc.

• Handling, managing, and controlling event information and associated Personally Identifiable Information (PII) in accordance with the Privacy Act of 1974.

• Utilizing MS SharePoint and other websites to update and manage event content, attendee information and registration data.

• Attending meetings, answering telephones, emails and other modes of administrative communications in a professional manner.
  

• 10 years’ experience in administrative and program development and management activities involving scheduling, training or conference logistical arrangements, preparation or review of correspondence.

• 10 years’ experience with Microsoft Office Suite (Access, Excel, Word, Outlook, and PowerPoint

• 3 years’ experience creating SharePoint sites and lists in a collaborative environment