Sr Conference Management Specialist- Office of the Secretary (Finance)

Minimum Education

Bachelor's degree or equivalent experience

Minimum Experience

5

Summary

Provides full event-planning services for Board events, ranging from small conferences and ceremonial events to larger, high-profile, and complex events - including internationally-focused conferences. Utilizes planning experience to independently provide and oversee consulting services to Board event planners. Serves as back-up for the section's leadership in their duties, including supporting the Secretary of the Board with two of the Board's advisory councils, the Federal Advisory Council (FAC) and the Community Depository Institutions Advisory Council (CDIAC). Performs scheduling and administrative duties for the section. Position requires advanced organizational and interpersonal skills, thorough and accurate attention to details, tact, diplomacy, and technical proficiency.

Duties and Responsibilities

• Provides full event-planning services for all Board events, ranging from small conferences and ceremonial events to larger, high-profile, and complex events, such as international conferences. As an experienced event planner, duties include independently managing frequent consultations with officials and event planners in the sponsoring division, selecting an appropriate location, planning menus and arranging for food service, planning facility set-up, reserving hotel rooms and providing transportation, obtaining services from outside vendors, coordinating invitations, preparing paperwork and obtaining required approvals from Board management, ensuring compliance with security protocols for events at the Board, overseeing pre-event preparations, resolving last-minute problems, attending functions to ensure smooth implementation, and providing a post-event evaluation to improve future events. May provide recommendations to senior Board leadership and interact with officials or executives outside of the Board.
• Assists management with the section's Conference Express option (consulting services for Board event planners). Conference Express services include consulting on all aspects of conference planning and management, advising in the selection of facilities, assistance in making reservations for hotel accommodations and transportation, and providing advice for all aspects of the Conference Planning Kit (a tool for event planners that includes checklist, sample menus, suggested meeting room configurations, and sample approval forms).
• Supports the Secretary of the Board in relation to FAC and CDIAC meetings. Duties include coordinating all logistical aspects of the meetings (reserving and preparing the Board Room, collecting and processing security information, scheduling ground transportation and hotel accommodations, and overseeing the preparation and distribution of the councils' questions and answers) and resolving last-minute problems. Also supports the section's public tour program as needed.
• Serves as a technical lead driving the section's technology-focused initiatives and activities. Duties include assessing business processes to proactively identify potential efficiencies and modernizations, effectively communicating stakeholder needs for system development and enhancements with technical partners and division leadership, testing internal applications as a business stakeholder, and proficiently utilizing event planning-related systems and platforms to support duties. These systems may include internal and external applications for event planning logistics, diagraming event schematics, and virtual event conferencing.
• Oversees and performs scheduling and administrative duties for the section. Duties include maintaining and updating the events calendar on the Office of the Secretary's SharePoint Online site; overseeing the section's systems that track all scheduled events and conferences; maintaining and updating the directory of Board staff members who serve as speakers for domestic and international group functions; and reviewing and allocating monthly credit card charges to sponsoring divisions.
• Acts in a senior capacity with the Conference Management Specialist (25) when performing principal duties and responsibilities.

Knowledge/Skill Requirements:
Requires advanced organizational and interpersonal skills, thorough and accurate attention to details, tact, diplomacy, and technical proficiency. Knowledge level is typically achieved through the completion of a bachelor's degree or acquired through a combination of work-related experience and training. Five years of specialized experience with increasing levels of responsibility are also required. General knowledge of Board and System functions, proven experience in conference and event planning (especially large, complex events), and experience with event planning-related systems and applications for event logistics, schematics, and conferencing are highly desirable.

The position is located in Washington, DC with and on-site requirement of a minimum of three days per week (Tues-Thurs and Mon & Fri subject to business need). Flexibility is a must due to unusual work hours and ad hoc requests common to the event planning aspects of the role.