Conference Coordinator

Description

The Life Sciences Operation of the Health Group of Leidos is seeking a Conference Coordinator who will provide meeting planning support to our contract supporting the Congressionally Directed Medical Research Programs (CDMRP).  The CDMRP supports research projects within a broad range of medical research fields and military health.  This position requires U.S. citizenship in order to obtain a U.S. Department of Defense security clearance.  This position is located in Frederick, Maryland and requires local travel.  

Responsibilities

• In consultation with Leidos scientific staff work independently to organize all aspects of up to 15 in-person meetings annually in the Baltimore/Washington DC area.
• Assess and select appropriate venues for each meeting.
• Review venue contracts to ensure that they conform to government requirements.
• Create meeting registration sites and send invitations to attendees using a web-based meeting management system.  Oversee all aspects of meeting registration and provide responsive communications with attendees prior to, during, and after the meeting.
• Coordinate travel arrangements for all meeting participants, including travel for Government staff members utilizing the Defense Travel System.
• Organize and manage virtual meetings utilizing virtual meeting platforms.
• Prepare and track documents related to meeting approvals, attendee travel, and attendee and staff member expense reports.  Provide updates and reports to the Project Director and government staff as requested.
• Provide onsite meeting support including coordination of attendee logistics, AV equipment, and any IT requirements.
• Track and reconcile meeting costs in coordination with corporate accounting.
• Coordinate post-meeting evaluations to determine how future events might be improved.

Successful candidates will possess:

• Excellent organizational, problem-solving, and verbal and written communication skills
• Exemplary independence, but also the ability to be a strong member of an integrated team
• The ability to communicate issues and/or provide solutions to issues with all team members in all areas, from the program scientists to the Project Director
• The ability to be flexible, multi-task, prioritize, and manage multiple activities simultaneously in a fast-paced, changing environment
• Strong analytical and negotiation skills.
• Government travel and contracting experience
• Proficiency with Microsoft Word, Excel, PowerPoint
• Expertise with virtual meeting platforms (e.g., ZoomGov, MS Teams, Adobe Connect, Skype and WebEx).
• Knowledge of databases and Web-based registration systems (e.g., CVENT).
• Requires a strong team player with the ability to take initiative and work well independently.
• Some travel, including overnight stays required during peak meeting periods

Required Education:

A Bachelor’s degree from an accredited college or university with 2 years related experience (or equivalent) is required.