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Senior Conference Coordinator

Washington, D.C.
The Kenjya-Trusant is seeking a Sr. Conference Coordinator to support The Bureau of Oceans, Environment and Science with the coordination of small and medium size meetings and conferences working with State Department personnel and with the Arctic Council Secretariat. 

General Duties:

This person will assist with analyzing the financial requirements and budget estimates for submission to senior conference coordinator to ensure the cost of the meetings will conform to approved estimates.  The contractor will consider cost factors over actual and estimates costs to ensure the proper balance between 
proposed expenditures and availability of funds; and upon conclusion of the project will communicate with senior conference coordinator and budget analysts to close out the accounts.  This person will meet with a wide range of high-ranking Government officials, city officials, private sector, international organizations and foreign ministry officials in establishing and maintaining effective work relationships.  The contractor will conduct research working with program office and Alaskan officials to propose ancillary activities such as showcasing of Alaska Natives cultural traditions and sustainable energy and fisheries projects that showcase Alaskan economy.  These activities will thus become part of the official agenda of the meetings.  The contractor will assist the Senior Conference Coordinator with pre-meetings and on-site coordination of small and medium meetings, at least 10 per year. 

Manage Small (65 attendees) and Medium Size Meetings (250 attendees) 

The Conference Coordinator will conduct market research to assist in the selection of venues for meetings of the Arctic Council, meeting with local officials, police, government and civic leaders to help State Department senior officials determine the adequacy and appropriateness of the facilities offered.  The contractor will work with hotels, and other venues and service providers. The contractor will be the liaison with foreign attendees to communicate  logistical arrangements of meetings, excursions, and meals and will propose cultural and programmatic activities to complement the agenda of each meeting. The contractor will conduct research in each selected Alaskan city to propose to senior State Department officials activities to be undertaken by foreign negotiators that will enhance their experience of the U.S. presence in the Arctic.  The contractor will see the preparation of venue and execution of events and cultural and programmatic activities.  The contractor will assist in the preparation of draft statement of work to assist in obtaining outside domestic venues and other services and activities.   

Meeting Planning and Logistics 

The contractor will prepare Requests for Proposals for all logistics needs to include space, AV equipment, interpretation and translation, publications, conference package, food and beverage, etc. according to State Department regulations for medium size conferences and assist the senior conference coordinator with larger conferences; assist in the production of printed material, i.e. agenda, program, posters, etc. Manage updates to attendee list and distribute to appropriate parties. The contractor will conduct research in each Alaskan city to identify cultural and programmatic activities and he/she will organize visits and logistics after State Department officials have made the selection.  These activities range from identifying sustainable development projects in Alaska to organizing cultural activities to showcase the human aspect of the diverse Alaskan native cultures. 

On-site Operational Management

The contractor will assist the Senior Conference Coordinator in ensuring that all logistic operations are coordinated during official small and medium size events and assist Senior Conference Coordinator with larger conferences.  The conference coordinator will also help to develop the logistic platform to allow foreign delegations to participate in parallel activities such as visits to sustainable development projects and traditional cultural practices.  Tasks include, but are not limited to: working on-site registration; organizing bus tours, providing input for the formal agenda to delegates, and making sure we have sufficient staff to support delegates; and coordinating operations with press, translation services, and meeting venue staff.    

Required Experience
  • A minimum of 15 years of experience working with foreign officials and 5 years of experience organizing conferences. 

Travel, four to six times per year will be required during the period of performance. 
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