Conference Coordinator

Rose Li and Associates, Inc. (RLA), a growing professional services firm based in Chevy Chase, MD, seeks a full-time Conference Coordinator. This role will support all facets of logistics planning for virtual, hybrid, and in-person events of various sizes. The Conference Coordinator is responsible for executing events from conception through completion.

 Duties and Responsibilities:

• Host kickoff and recurring planning calls with clients to understand event requirements, strategize, offer guidance, and share project timelines to ensure successful execution of events.
• Prepare and disseminate RFPs to identify venues for sleeping rooms and function space; negotiate favorable contract terms; and submit venue contracts for execution.
• Coordinate and negotiate vendor agreements for event related services (audiovisual, food and beverage, materials, ancillary services, etc.).
• Draft travel logistics information and disseminate to attendees, speakers, and sponsored travelers.
• Make travel arrangements for sponsored attendees (air, ground, lodging, etc.).
• Process reimbursement and honoraria in accordance with client and/or corporate guidelines.
• Develop meeting websites, online registration, and virtual environments.
• Manage speaker communications, including logistics information, registration, and collection of bios and presentation materials.
• Develop and/or provide quality control of meeting materials (name badges, table tents, agenda, print collateral).
• Communicate with attendees including distribution of save the dates, invitations, logistics information, and post-event surveys.
• Track, monitor, and reconcile event expenses.
• Develop Run of Show for live-event support.
• Provide onsite support (venue and vendor liaison, registration, emergency preparedness, and ad hoc activities, as needed).
• Provide virtual event support (research platforms, provide attendee instructions, coordinate captioning and transcription, host dry runs, and manage attendee experience).
• May perform other job duties as assigned.

Required Qualifications (Experience, Knowledge, Skills, and Abilities):

• Bachelor’s degree from an accredited university (or equivalent related experience).
• 3+ years event planning experience for a professional organization (at least 2+ years for Federal clients).
• Experience with event management platforms and registration software (Cvent, Gather, Zoom, MachForm, Jotform, Eventbrite, or similar).
• Strong organizational skills and ability to prioritize and complete multiple tasks simultaneously, on time, and with limited oversight.
• Meticulous attention to detail.
• Strong verbal and written communication skills.
• Strong critical thinking and problem-solving skills.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and Adobe.
• Ability to research, adapt, and implement new technologies quickly.
• Ability and willingness to work periodic weekends and early morning/late evenings to meet deadlines and provide onsite support.
• S. citizenship.

 Preferred Skills and Experience:

• CMP/CGMP certification 
• Knowledge of Federal Travel Regulation and/or experience coordinating Federal travel

 Work Location:

This hybrid position requires routine work out of RLA’s office in Chevy Chase, MD. Projects may require periodic onsite support at client events primarily in the DC metropolitan area, with events held occasionally across the United States.

Compensation and Benefits:

RLA offers competitive compensation, based on experience. Our benefits package includes paid time off, eleven federal holidays, subsidized health insurance, group dental and vision plans, short- and long-term disability, life insurance, 401(k) contributions and profit-sharing plan, and cash balance (defined benefit) retirement plan.

About RLA:
Since our inception in 2003, RLA has become a trusted partner to health- and research-focused agencies and organizations, helping to move science forward in service of humanity. We are a woman- and minority-owned small business specializing in science writing, research and analysis, conference services, and program management support. We are committed to creating an ecosystem where we can all do our best work and know that each one of our team members is a key part of our success.

RLA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.