Job Description
N4 Solutions is looking for you! Come join our team and be a part of our mission! Our mission is to evaluate, collaborate, and innovate with customers and partners to create business, scientific, and technology solutions that overcome complex challenges while motivating a highly competent workforce to deliver on the promise of excellence! N4 Solutions' greatest assets are our employees! Join our dynamic team and be a part the solution!
N4 Solutions, LLC is seeking a Junior Meeting Planner support our customer the National Institute Health of Neurological Disorders and Stroke logistic support for virtual, hybrid, and in-person events. This position is contingent upon passing a government suitability test.
Roles & Responsibilities
• Lead kickoff and ongoing planning calls with clients to clarify event requirements, strategize, provide guidance, and share project timelines to ensure successful event execution.
• Prepare and distribute requests for proposals to identify suitable venues for accommodations and event spaces; negotiate favorable contract terms; and submit venue contracts for approval.
• Manage vendor agreements for event-related services, including audiovisual, food and beverage, materials, and ancillary services, ensuring all requirements are met.
• Coordinate travel logistics and distribute relevant information to attendees, speakers, and sponsored travelers.
• Arrange travel for sponsored attendees, including air travel, ground transportation, and lodging.
• Process reimbursements and honoraria according to client and/or corporate policies.
• Develop and manage meeting websites, online registration systems, and virtual event environments.
• Organize communications with speakers, including logistical details, registration, and collection of bios and presentation materials.
• Create and provide meeting materials such as name badges, table tents, agendas, and print collateral.
• Communicate with attendees through distribution of save-the-date notices, invitations, logistical information, and post-event surveys.
• Track, monitor, and reconcile event expenses to ensure budget adherence.
• Develop and finalize the Run of Show for live-event support to ensure smooth operations.
• Provide onsite support, including liaising with the venue and vendors, managing registration, handling emergency preparedness, and addressing ad hoc activities as needed.
• Support virtual events by researching platforms, providing attendee instructions, coordinating captioning and transcription, hosting dry runs, and managing the overall attendee experience.
• Perform additional duties as assigned.
Minimum Qualifications
• Bachelor's degree from an accredited university paired with 1+ years of applicable experience
• Strong verbal and written communication skills
• Strong organizational skills with the ability to prioritize and multi-task
• Proficient with Microsoft Suite, SharePoint, and Adobe
• U.S. Citizenship
The N4 Solutions Equal Employment Opportunity (EEO) Policy is to provide a fair and equal employment opportunity for all employees and job applicants regardless of race, color, religion, national origin, gender, ****** orientation, age, marital status or disability. N4 Solutions hires and promotes individuals solely on the basis of their qualifications and achievements for the job to be filled.
