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(749) HHS Meetings and Event Manager

Arlo Solutions

Location
Remote (US)
Workplace
Remote
Job type
Full-time
Posted
Yesterday
Source
Jobicy
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Company Summary Arlo Solutions (Arlo) is an information technology consulting services company that specializes in delivering technology solutions. Our reputation reflects the high quality of the talented Arlo Solutions team and the consultants working in partnership with our customers. Our mission is to understand and meet the needs of both our customers and consultants by delivering quality, value-added solutions. Our solutions are designed and managed to not only reduce costs, but to improve business processes, accelerate response time, improve services to end-users, and give our customers a competitive edge, now and into the future. Position Description: Arlo Solutions is seeking a Meeting and Events Manager to lead day-to-day delivery of Acquisition Workforce Training Conference and Industry Day Events Support Services for the HHS Assistant Secretary for Financial Resources (ASFR), Office of Acquisition (OA). Reporting to the Arlo Project Manager, the Meetings and Events Manager runs the contract's event portfolio from planning through closeout, including the annual two-day hybrid AWF Training Conference and Senior Procurement Executive Awards Ceremony, a two-day HHS-wide Industry Day, and smaller Industry Roundtables and Reverse Industry Days. Each large event is expected to draw about 500 on-site and 1,200 virtual attendees. The role combines junior project management with hands-on event leadership. It requires a polished professional who can engage confidently with senior Government officials, executive leadership, speakers, and industry partners. This position is designated as Key Personnel. Location: Remote Clearance: None Responsibilities and/or Success Factors: Contract and Project Management - Manage day-to-day contract performance under the direction of the Project Manager, coordinating all Arlo event resources, including event coordination and virtual event support, strategic communications, graphic design, and copy editing. - Develop and maintain integrated event plans that cover schedules, milestones, responsibilities, dependencies, risks, decisions, logistics, and contingency procedures. - Lead kickoff and planning meetings with the COR and Government event leads, and maintain action and decision logs, meeting minutes, and status trackers. - Track deliverable due dates against the PWS schedule, including the Comprehensive Industry Day Plan, event-specific run-of-show documents, registration launch, readiness reviews, assessment tools, and post-event summaries. - Identify risks, issues, and potential scope changes early, and escalate them to the Project Manager and COR with recommended solutions. Stakeholder and Government Engagement - Serve as the primary day-to-day event liaison to the COR, Government event leads, OA leadership, and ASFR staff, representing Arlo professionally in meetings, briefings, and on-site operations. - Deliver event status briefings with written status reports and respond promptly to ad hoc Government requests for information. - Provide dedicated support to senior leadership, VIPs, keynote speakers, and special guests, including arrival coordination, green room management, schedule management, and speaker readiness. - Support agenda, theme, session, and speaker coordination without performing inherently governmental selection or decision functions, and without making commitments or incurring costs on behalf of the Government unless expressly authorized. Event Planning and Execution - Oversee event logistics, including venue and room requirements, registration, accessibility needs, audiovisual and IT requirements, and virtual and hybrid platform setup. - Manage the online event management platform (Stova preferred), including registration, speaker and session management, live streaming, two-way Q&A and polling, recordings, and post-event surveys. - Manage technical rehearsals, dry runs, site walkthroughs, and final readiness reviews ahead of each event. - Serve as the central on-site coordination point among HHS leadership, attendees, speakers, vendors, and venue staff, maintaining the master schedule and run of show and resolving issues in real time. - Manage run-of-show requirements for the Senior Procurement Executive Awards Ceremony, including award sequencing, recipient staging, presenter coordination, scripts, and procurement of Government-approved commemorative items for approximately 15 awardees. Team, Vendor, and Cost Oversight - Coordinate staff assignments for Arlo personnel and HHS volunteers during events, and provide daily direction to event support staff in coordination with the Project Manager. - Serve as liaison with AV and production vendors, photographers, videographers, banquet teams, and other subcontractors, validating deliverables and resolving service issues. - Obtain a minimum of three quotes for purchases wherever possible, monitor on-site additions and changes that may create incremental costs, and document authorized changes. Reporting, Quality, and Closeout - Contribute event content to Monthly Program Status Reports and the Annual Progress Report, and prepare progress reports ahead of each status meeting. - Develop and deploy Government-approved participant assessments, compile results, and lead post-event briefings with the COR and Government stakeholders. - Prepare post-event summaries, lessons learned, and after-action reports, and track outstanding follow-up actions through closure. - Ensure all work products meet PWS standards for accuracy, clarity, timeliness, and format, are Section 508 conformant, and are editable and transferred to the Government-designated repository. Minimum Qualifications Including Certificates: - Bachelor's degree in business, communications, hospitality, public administration, or a related field. - Five or more years of experience planning and executing large-scale in-person, virtual, and hybrid events, including at least two years in a lead or management role. - Demonstrated project management skills, including scheduling, risk and issue tracking, stakeholder management, and deliverable management. - Experience interacting professionally with senior executives, Government officials, or similarly high-level stakeholders. - Hands-on experience with event management platforms such as Stova, Cvent, or comparable tools. - Strong written and verbal communication skills and the ability to manage multiple priorities under tight deadlines. - Eligibility to work in the United States and ability to successfully complete an HHS background investigation. Desired Qualifications: - Experience supporting Federal agencies, particularly HHS or acquisition-focused organizations. - CMP (Certified Meeting Professional), CAPM, or PMP certification. - Familiarity with Federal contracting principles, including COR technical direction, scope boundaries, and inherently governmental functions. - Working knowledge of Section 508 accessibility requirements. AAP Statement We are proud to be an Affirmative Action and Equal Opportunity Employer and as such, we evaluate qualified candidates in full consideration without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, age, disability status, protected veteran status, and any other protected status.

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