Summary

The U.S. Naval Institute seeks a Conference Center Coordinator to provide full logistical and administrative coordination and support for conferences and events executed at the new Jack C. Taylor Conference Center. This is a terrific opportunity for an enthusiastic, can-do person who thrives working with people and has a strong attention to detail. The successful candidate will find this position has excellent professional growth potential.

Primary Responsibilities

• Serve as primary point of contact for confirmed and contracted clients
• Liaise with clients to coordinate venue logistics, including but not limited to room and furniture set up, creation of floorplans, in-house AV, vendor coordination, parking, and security needs
• Communicate and implement event planning deadlines to clients
• Prepare and execute rental contracts
• Create, update, and distribute Event Memos
• Represent venue during conferences and events execution, including some night and weekend events
• Recommend effective marketing strategies for generating event leads and assist Director with implementation
• Schedule, host, and accompany Conference Center tours and attend pre-event meetings with clients as necessary to understand event needs
• Supervise catering and hospitality teams, ensure proper functioning room furniture, equipment, and wireless network, and maintain room temperature to ensure a positive guest experience
• Ensure vendor adherence to facility guidelines and processes, respond to onsite requests
• Obtain post-event feedback from clients and develop and manage post-event feedback and stewardship communications
• Order supplies, assist in catering coordination, collect payments, and prepare reports to show usage and inventory information
• Serve as a main point of contact with the U.S. Naval Academy to coordinate parking and security protocols for each event
• Create an organized administrative inventory, create client-facing documents and client-facing email templates
• Become proficient with event sales and management software (Triple Seat, Be Merri) and learn new event software solutions as appropriate
• Escalate complex event logistics issues to Director for immediate resolution
• Other duties as assigned

Qualifications and Capabilities

• Two to four years of professional customer service experience and bachelor’s degree preferred
• Excellent written and verbal communication skills and ability to interact professionally and respectfully with guests, clients, and teammates
• Outstanding planning and organizational skills
• Ability to multitask and address customers’ needs, facility issues, and miscellaneous projects
• Above average computer skills, including Word and Excel
• Keen eye for detail
• Comfortable learning and using technical equipment
• Ability to lead others and instill team atmosphere without direct supervision
• Ability to remain calm under pressure and maintain a customer-service oriented attitude
• Ability to think creatively, with demonstrated analytical and problem-solving skills, initiative, flexibility, and adaptability
• Results-oriented, enthusiastic team player working in support of the mission of the U.S. Naval Institute

Benefits

• Health, dental, vision, life, and short- and long-term disability coverage
• Employer-sponsored 403(b) with 50% match on up to 8% percent of salary. Roth option.
• Flexible schedule
• Paid time off (PTO)

To apply, please send a cover letter explaining your interest in the position and how your experience and training fit the position responsibilities (mandatory), resume, and salary requirements.

The Naval Institute is a highly respected, independent, nonpartisan institution with a 150-year record of thought leadership on defense and global security issues. The Conference Center Coordinator position is based in Annapolis, MD, on the grounds of the U.S. Naval Academy. Participation in our fast-paced environment includes some weekend and evening hours to support conferences and events.

The U.S. Naval Institute is an Equal Opportunity Employer: minority/female/disability/veteran.