ION is seeking a detail-oriented and highly organized meeting planner to manage the contracting, planning, coordination, and execution of the organization’s technical meetings, conferences, and events. This role is critical to the organization's financial security and to ensuring high-quality experiences for members, attendees, exhibitors, sponsors, and partners. The Meeting Planner works closely with internal staff, volunteers, vendors, and venues to deliver events on time, within budget, and in alignment with ION’s mission and standards.

Key Responsibilities

• Facility site RFP’s/evaluation, recommendations, and contract negotiation
• Plan and manage ION conferences and meetings concept through completion, including pre-event planning, on-site execution, and post-event wrap-up
• Coordinate all logistics and serve as primary liaisons with all subcontractors, including catering, decorators, audiovisual services, transportation, housing blocks, and on-site services
• Collaborate with internal staff to manage event registrations, attendee communications, and reporting
• Creation of onsite signs, banners, and awards
• Develop and manage event timelines, budgets, and tracking tools
• Coordinate exhibitor logistics, sponsor benefits, and exhibit hall operations
• Promote and coordinate exhibitor sponsorship and advertising offerings
• Support Executive Director, volunteer committees, and technical program leaders with meeting logistics and scheduling needs
• Oversee on-site event operations, including staff coordination and troubleshooting
• Prepare post-event reports and financial reconciliation of master accounts
• Ensure compliance with organizational policies, contracts, and best practices

Qualifications

• Must be a U.S. citizen with no criminal background (background check will be conducted)
• Bachelor’s degree or equivalent professional experience (CMP preferred)
• 5-7+ years of experience in meeting or event planning (association or nonprofit experience preferred, hotel experience a plus)
• Strong organizational, project management, and time-management skills
• Excellent negotiation, written, and verbal communication skills
• Experience working with hotels, convention centers, and event vendors, including contracting
• Ability to manage multiple events and deadlines simultaneously
• Proficiency with Microsoft Office and event registration/management systems
• Willingness to travel and work occasional evenings or weekends for events
• Physical requirements include the ability to move, pack, and lift conference freight/audiovisual cases; and on-site set-up of conference materials, etc.

Work Environment/Location

• Manassas, VA professional office
• In-person position; no telecommuting will be considered
• Working hours 9 a.m. – 5 p.m.

 Preferred Skills and Experience

• Experience planning technical, scientific, or professional conferences
• Familiarity with exhibitor management and sponsorship fulfillment
• Experience working with volunteer-led organizations or committees
• Budget management and contract review experience
• Ability to produce onsite programs, signage, and conference graphics (experience with InDesign/graphic software and or working with graphic artists

How to Apply

Interested candidates should submit a resume to Lbeaty@ion.org. Applications will be reviewed on a rolling basis. Position is available immediately.