Conference Planner

Job Description

Job Description

About Company:

WHAT WE STAND FOR

CivilityMS is committed to the highest degree of accountability, professionalism and civility in the workplace by supporting our clients in delivering cost effective, ethical, and reliable solutions of strategic value, while developing a balanced work environment through mentoring and coaching our greatest assets, our staff.

CivilityMS is committed to providing highly qualified support staff with specialized skills and senior level professionals who are subject matter experts in the fields of Project Management, Finance, Training, and Grants Management.

CivilityMS is committed to Veterans, our team of Veterans is honored to give back to our Veteran Community in training Fortune 500 companies on the “Veteran in the Workplace,” we look forward to providing insight, understanding and belief on behalf of all Veterans of the United States Military.

CivilityMS is committed to service and giving back to the community, our ongoing volunteer efforts with Veterans, both disabled and homeless and the underserved communities will always be a highlight of ‘who’ we are … CIVIL MINDED!

JOIN OUR TALENT COMMUNITY

CivilityMS is accepting applications from qualified candidates who would like to be considered for future Conference Coordinator opportunities supporting our federal government customers.

This is an evergreen talent-pipeline posting and may not represent a currently available position. Applications will be reviewed as anticipated or future staffing needs arise. Employment opportunities are contingent upon factors that may include contract award, customer authorization, funding, position availability, and the applicant’s ability to satisfy all applicable employment and customer requirements.

Submitting an application does not guarantee an interview or an offer of employment. Qualified applicants may be contacted when a position becomes available that aligns with their experience and qualifications.

About the Role:

Future Conference Coordinator opportunities may involve providing administrative, logistical, and event-execution support for leadership development conferences, courses, symposiums, and related programs. Depending on the specific assignment, the Conference Coordinator may support CivilityMS customers such as Headquarters Air Combat Command (HQACC/A1K).

The role helps ensure that events are planned and executed effectively through detailed coordination, stakeholder communication, records management, on-site or virtual event support, and post-event analysis.

Minimum Qualifications:

• 3 years experience in administrative or program support including scheduling, training support, or conference logistics
• 3 years experience with Microsoft Office Suite (Excel, Access, Word, Outlook, PowerPoint)
• 2 years experience creating or managing SharePoint sites and lists
• Strong customer service and communication skills
• Ability to work independently and manage multiple requirements
• Active clearance

Preferred Qualifications:

• Certification in event planning or project management.
• Experience with virtual event platforms and hybrid event planning.

Responsibilities:

• Plan, coordinate, execute, and facilitate conferences using existing or newly developed checklists
• Collect stakeholder requirements to draft and coordinate conference schedules and agendas
• Coordinate lodging, transportation, conference rooms, equipment, dining, and briefers
• Coordinate Distinguished Visitor schedules and protocol with ACC Protocol
• Collect attendee registration data without handling payments
• Prepare attendee materials and assist with senior leader binder preparation
• Support event execution including monitoring schedules, resolving issues, briefing administrative details, and capturing notes
• Draft, administer, and analyze post‑event surveys and After Action Reports
• Maintain databases, spreadsheets, and course documentation including attendance tracking and waiver tracking
• Update and manage conference content on MS SharePoint and ACC shared drives
• Handle and safeguard PII in accordance with the Privacy Act
• Perform administrative communication through email, meetings, and phone calls professionally
• Support research and analysis on course trend data when requested