Meeting Services Coordinator

Tap Growth ai

Newport News, VA

We're Hiring: Meeting Services Coordinator!
We are seeking a detail-oriented and organized Meeting Services Coordinator to manage and execute seamless meeting experiences. The ideal candidate will excel at coordinating logistics, managing vendor relationships, and ensuring exceptional service delivery for corporate events, conferences, and meetings.
Location: Newport News, United States
Work Mode: Work From Office
Role: Meeting Services Coordinator
What You'll Do
Working with training the Administrative Support team and/or chairperson on educating them on the VTC platforms and process; assisting with the selection of the correct platform and the execution from start to finish; plan mandatory training/rehearsals for virtual events and testing network, upload speed, sound quality and content; work as a moderator during the high stakes meeting to ensure the success of the event and keep speakers within agreed upon timelines
Working with training Administrative Support team and/or chairperson on the on-site audio visual equipment and assisting in detailing each event with the assistance of the event submission process.
Be present in any high stakes meetings as the meeting manager to troubleshoot any challenges that the presenter may incur while meeting.
Create basic conference websites using drupal and registration pages based upon group needs.
Maintain and update all training materials on hosting meetings on-site, as well as, virtually and posting any changes and distrubiting as needed.
Making on-site changes to program agendas, name badging and room sets.
Ensuring the collection of funds prior to the event and collecting any funds on-site as needed.
Providing to the conference services manager a list of attendees for each event with a breakdown of Jefferson Lab attendees, DOE attendees, International attendees and others.
Assist the conference manager with the management of restricted vs. unrestricted funds and collection of discretionary funds for each event.
Support Event Services during conferences and workshops to include registration of visitors, payment collection, organization of conference handout materials, and taking meeting minutes regarding event discussions.
Maintain diligent minutes regarding meetings and discussions detailing and leading decisions made for event services.
Fully supports Jefferson Lab’s EEO/AA program. Actively supports Jefferson Lab’s safety program and commitment to maintaining an environmentally sound and safe work environment for staff and subcontractors/vendors. Performs all duties in a safe and healthful manner.
Adapts to a variety of work schedules with demanding deadlines, including evening and weekend responsibilities when required.
Ensures all meetings and special events adhere to Jefferson Lab policy and procedures, and that all approvals are secured and documented.
Creating social media releases for workshops and events upcoming with the social media team.
Do quarterly checks to ensure audio visual is inventoried and maintained in a good working order with the Event Coordinator.
Act as a secondary to Food and Event Supervisor with creating and managing BEO’s in caterese.
What We're Looking For
Bachelor’s degree in communications, public relations, journalism, events management or liberal arts plus 5+ years of communications experience, or equivalent combination of education and experience.
Experience in planning/managing tours and/or special events.
Professional Writing And/or Editing Experience Helpful, But Not Required.
Experience within a profit or non-profit public affairs/public relations department helpful, but not essential.
CMP a plus but not required.
Ready to create memorable experiences? Apply now and join our dynamic team!

Posted 2025-08-29

Recommended Jobs

Assistant 1 yr old Teacher

Sons + Daughters Academy

Woodstock, VA

Summary Job Summary: We are seeking a caring and dependable Assistant 1-Year-Old Teacher to support the learning, development, and daily care of toddlers in a safe and nurturing environment. …

View Details

Posted 2025-08-08

Agentic Data Engineer

Lingatech

Richmond, VA

Location: Richmond, VA Position Type: Hybrid Hybrid/Onsite Schedule: Quarterly in office Contract Length: 7 Months Position Overview: Seeking an experienced Agentic Data Engineer to …

View Details

Posted 2025-09-14

Data Scientist - Active TS/SCI with FSP

Tomorrow Hire

Chantilly, Loudoun County, VA

Description Location: Chantilly, VA Clearance Required: TS/SCI with Full Scope Polygraph (FSP) Position Type: Full-Time, On-Site Salary Range: $190,000 – $210,000 We are seeking a Data…

View Details

Posted 2025-09-14

Senior Manager, Risk Management - Audit & Exam Engagement Lead

Capital One

Richmond, VA

Overview Senior Manager, Risk Management - Audit & Exam Engagement Lead Capital One is one of the fastest growing organizations in the world today, powered by our passion for our customers. We…

View Details

Posted 2025-09-10

Safety Manager

Perdue Farms

Prince George, VA

Perdue Foods has a goal of becoming the most trusted name in premium proteins by creating products for consumers and for retail and foodservice customers around the globe while changing the way anima…

View Details

Posted 2025-09-05

Federal Contracts Manager

West 4th Strategy

McLean, VA

Federal Contracts Manager ROLE West 4 th Strategy is seeking a Federal Contracts Manager . As a Federal Contracts Manager, you will be responsible for managing and supporting the full con…

View Details

Posted 2025-07-30

Cleaner Technician

Loyalty Floors and Cleaning Company

Virginia Beach, VA

Job Description Job Description Cleaning and Disinfecting Bathrooms, Dust Mopping and Mopping Floors, Removing Trash, Vacuuming Carpets, High Dusting and Low Dusting. (Daycare's) Cleaning after 6…

View Details

Posted 2025-07-29

Human Resources Generalist

C & F Enterprises, Inc.

Newport News, VA

About Us At C&F Enterprises Inc. we strive to learn, improve, and serve everyday. From our customers to our employees, we have been a business partner of choice in our community for over 40 years. R…

View Details

Posted 2025-09-05

APP ( NP or PA) - Specialty Practice - Cardiac Surgery Critical Care

Carilion Clinic

Roanoke, VA

How You’ll Help Transform Healthcare: Come join the Cardiovascular Institute (CVI) at Carilion Clinic where we make a difference in providing healthcare to post-surgical heart patients. We are the…

View Details

Posted 2025-09-09

Software/Web Developer (Sr) - Cleared (TCF-SWD)

Kentro

Springfield, VA

Thank you for considering IT Concepts dba Kentro, where innovation drives opportunity and collaboration leads to success. Our dynamic community of experts is fully committed to advancing our customer…

View Details

Posted 2025-09-14