Conference Coordinator, Conference & Dining Services, Real Estate & Workplace Solutions; RE&WS

Description

Leidos has an opening for a talented, creative, experienced professional to fill the role of Conference Coordinator in the Conference & Dining Services organization at Global Headquarters (GHQ) in Reston, VA. This is an exciting opportunity to put your skills to good use and contribute to a vibrant team as you plan and execute business meetings, conferences, and special events for this well-respected Fortune 300 company.

The Conference Coordinator reports to the Director, Global Conference & Dining Services, and supports functions that align with the company’s growth, mission, and values – Integrity, Inclusion, Innovation, Agility, Collaboration, and Commitment.

The successful candidate will be seasoned, articulate, detail-oriented, confident, and comfortable working in an energetic fast-paced corporate environment. Most meetings and events will be held at Leidos GHQ (Reston Town Center, VA) or local surrounding facilities. On occasion, depending on the event size/scope, the Conference Coordinator may be tasked with planning and/or supporting activities at other Leidos locations (Huntsville, AL; San Diego, CA;

etc.).

Our Conference Services provides comprehensive logistics management and first-class event execution for business meetings across the enterprise. The Conference Coordinator must be a strong collaborator who is personable and has incredible attention to detail. This individual will be responsible for managing projects from the onset through final post-event closeout. Primary responsibilities for the role will include providing comprehensive, tactical meeting/logistical support and event technology (e.g., Cvent) services for meetings, special events, and conferences as assigned.

• Monitoring Conference Services/Facilities email Inbox and responding to queries as needed
• Uploading and deleting Weekly Café Menus on Prism (Leidos Intranet)
• Managing P-Card and Conference Services Payment Card allocations and back-up documentation to support charges in a timely manner
• Budgeting, cost-tracking/expense breakdown and savings analysis
• Organizing meeting data/files and archiving folders
• Managing access for non-employee attendee visitor/facility and fee collection/processing, when applicable
• Pre, onsite, and post-event logistics support, facility management, and staffing
• Conference materials preparation/printing support
• Vendor coordination, communications, and invoice reconciliation
• Photographing/documenting events for future reference
• VIP parking coordination and ground transportation planning
• Updating team directory and Leidos Facebook pages
• Post event support, including tracking ROI via online survey/evaluation and hot-wash meetings
• Equipment/material rental, inventory tracking/management, shipping coordination, etc.
• Supplier procurements using Leidos Contracts and Addenda to reduce costs/corporate risk
• Concierge-level white glove service for VIP events
• Ensuring policies and procedures are followed and compliant with Federal Government regulations

• Bachelor’s Degree in a related field and 1+ years of experience in hospitality, event planning, tourism, and conference management in the corporate environment or High School Diploma with 5+ years of relevant corporate experience in hospitality, event planning, tourism, and conference management.
• Experience using Cvent, a web-based event management system to create online invitations, registration websites, post-event surveys, and run reports
• Extensive experience with EMS (Event Management System) conference room scheduling software to include reserving space, running utilization reports, troubleshooting when problems occur, and training staff
• Familiarity with Social Tables software to create meeting room layouts and event space diagrams
• Strong customer service mindset and high standards
• Travel (up to 25%) when directed to support key meetings and events
• Occasional evening/weekend work may be required
• US citizenship is required and able to obtain security clearance as needed

• Strong work ethic, personable, detail oriented, ability to apply educational training to the position, tech savvy,…