Conference Planner

Lawrence Berkeley National Lab’s (LBNL) Office of the Chief Financial Officer Division has an opening for a Conference Planner to join the team.

In this exciting role, you will collaborate with internal stakeholders to align events/conferences with their business objectives and propose solutions to intricate challenges for small to medium sized events held at the Laboratory. You will oversee the management of meeting and event expenses and ensure adherence to policies by devising a vendor selection strategy, meticulous planning, and execution. You will apply standard criteria for evaluating the effectiveness of meetings and conferences, as well as client satisfaction, and ensure compliance with Laboratory conference procedures, policies, and relevant UC and DOE regulations. Participation in Lab-wide events, such as the Conference Council, Open House, and the Food Service Advisory Committee will also be expected.

What You Will Do:

• Meet with appropriate Division leads to gain a full understanding of events and develop the scope of work.
• Establish tasks and timelines with the client team to meet deadlines.
• Consult and assist with event budget development and ongoing cost tracking. 
• Support negotiations and approve cost effective contracts with a variety of vendors 
• Develop and manage partnerships with vendors and act as liaison with the Lab client team.
• Evaluate, and schedule other event vendors (catering, transportation, security, and equipment rental, AV, etc.) as required.
• Prepare reports and materials, as needed, to support the conference, i.e. name badges, receipt forms, attendee roosters, signs, etc.
• Schedule and execute Event Team Meetings and Post-Program Debriefs. Provide post-event analysis, budget recaps and participant feedback and incorporate learning into future plans. 
• Support planning for meetings, conferences, and events held onsite to ensure customer satisfaction and efficient use of resources.
• Within defined procedures, review and approve events in the events database, ensuring compliance with DOE regulations and Laboratory policy. 
• Receive and process pre-registration payments for all conferences; transmit monies and credit card payments to Conference Accounting with supporting documentation.
• Prepare reports and materials as needed to support Laboratory-hosted conferences.
• Certify invoices and handle issues when necessary.
• Provide assistance to the Laboratory's internal customers, including event budget oversight, metrics, and training.
• Provide support to Senior and Principal Conference Planners for offsite events when needed.
• Assist implementing and revising conference policy, processes and procedures.
• Exercise judgment within the institutional contract for event rental equipment making sure best practices and prices are procured for the Lab.
• In collaboration with the supervisor, assist in the compliance and reporting function ensuring all related activities are completed.
• Understand and uphold established LBNL, UC, and DOE policies. Assist Principal and peer Event Planner in providing quality training to ensure all Laboratory staff and customers understand and comply with established policies.
• Assist Principal, when needed, in interfacing with Internal Audit (IA), Berkeley Site Office (BSO), General Accounting Office (GAO) or any other entity on reviews and/or audits related to Conference Services.

What is Required:

• Experience building, marketing, and developing customer client base (building a business).
• Have experience with and an understanding of event contracts.
• Experience in all conference and event coordination aspects, with the ability to organize several small to medium sized meetings at one time in various stages.
• Self-motivated, articulate, and possess excellent verbal and written communication skills.
• Innovative thinker, able to visualize and implement new methods and systems to enhance department capabilities.
• Experience with analysis, negotiation, and implementation of hotel, restaurants, catering and ground transportation group contract agreements that result in cost reduction and increased customer satisfaction.

Desired Qualifications:

• Experience developing and managing budgets.
• Experience with Society of Government Meeting Professional (SGMP) or Meeting Professional International (MPI).
• CMP or CMM or CGMP (Certified Meeting Planner, Certified Meeting Manager, Certified Government Meeting Professional).

For full consideration, please apply by April 30, 2025

Notes:

• This is a full-time, career appointment, exempt (monthly paid) from overtime pay.
• Salary for this position will be commensurate with the final candidate’s qualification and experience, including skills, knowledge, relevant education, and certifications, and also aligned with the internal peer group. The budgeted annual salary range is $81,302 to $89,000. 
• This position is subject to a background check. Any convictions will be evaluated to determine if they directly relate to the responsibilities and requirements of the position. Having a conviction history will not automatically disqualify an applicant from being considered for employment.
• This position is eligible for a hybrid work schedule - a combination of teleworking and performing work on site at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA. Work schedules are dependent on business needs. Individuals working a hybrid schedule must reside within 150 miles of Berkeley Lab.

Want to learn more about working at Berkeley Lab? Please visit: careers.lbl.gov

Equal Employment Opportunity Employer: The foundation of Berkeley Lab is our Stewardship Values: Team Science, Service, Trust, Innovation, and Respect; and we strive to build community with these shared values and commitments. Berkeley Lab is an Equal Opportunity and Affirmative Action Employer. We heartily welcome applications from all who could contribute to the Lab's mission of leading scientific discovery, inclusion, and professionalism. In support of our rich global community, all qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status.

Misconduct Disclosure Requirement: As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer