Meeting & Events Conference Operations Specialist 1

Job Description

Job Description

Description:

Ancon is a contracting and staffing firm providing professional support services to Government agencies nationwide.

This position is 100% on-site at our Government customer's facilities in Southwest Washington, DC. Remote work is not available unless specifically authorized by the Government.

Position Summary

The Meeting & Events Conference Operations Specialist is responsible for planning, coordinating, and supporting meetings, conferences, executive briefings, ceremonies, and special events throughout authorized Executive Services facilities. Working closely with customers, Executive Services leadership, Customer Service, Logistics, Facilities, and other support organizations, this position ensures meetings and events are professionally planned, coordinated, and executed from initial request through successful completion.

Primary Responsibilities

• Consult customers to identify meeting and event requirements.
• Coordinate meeting schedules, room assignments, attendance, room configurations, audiovisual requirements, accessibility needs, security, parking, and logistical support.
• Manage conference room reservations and space utilization using Archibus and other Government-approved scheduling systems.
• Develop, update, and distribute Building Event Orders (BEOs) and related event documentation.
• Coordinate event requirements with Logistics, Facilities, Information Technology, Audiovisual Services, Security, Parking, and other supporting organizations.
• Conduct pre-event planning meetings, site visits, walkthroughs, and readiness reviews.
• Monitor meeting and event execution and resolve operational issues as they arise.
• Coordinate post-event closeout activities, room restoration, and customer follow-up.
• Maintain accurate scheduling records, reports, and event documentation.
• Support executive meetings, conferences, ceremonies, VIP visits, and other special events.
• Assist with early morning, evening, weekend, holiday, and surge requirements when authorized.

Knowledge, Skills, and Abilities

• Knowledge of conference and event planning principles.
• Strong organizational and project coordination skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple meetings and competing priorities simultaneously.
• Strong customer service and interpersonal skills.
• Experience using scheduling and reservation systems such as Archibus or similar platforms.
• Ability to coordinate effectively with multiple stakeholders and support organizations.
• Strong attention to detail and follow-through.
• Ability to work independently while functioning as part of an integrated Executive Services team.

Working Relationships

The Meeting & Events Conference Operations Specialist works closely with:

• Executive Services leadership.
• Customer Service and Administrative Support personnel.
• Logistics personnel.
• Facilities Management.
• Audiovisual and Information Technology staff.
• Security and Parking personnel.
• Executive customers and meeting sponsors.
• Conference & Event Operations Manager.

Work Environment

• Government office environment.
• Full-time, 100% on-site position.
• Frequent telephone, email, and face-to-face interaction with Government employees, executive leadership, visitors, and contractor personnel.
• Primarily office and computer-based work with regular coordination of meeting schedules, reservations, and administrative support activities.
• May occasionally require early morning, evening, weekend, holiday, or adjusted work schedules to support executive meetings, conferences, special events, or operational surges.

Requirements: