Meeting Planner/Public Affairs Office Assistant

Liberty Business Associates, LLC - North Charleston, SC

Full-time | Temporary
Position Title: Meeting Planner/Public Affairs Office Assistant
(Active Security Clearance required)

Position Location: North Charleston, SC

Description: Liberty is seeking a Public Affairs Office Assistant for our Navy client in North Charleston, SC. The successful candidate will demonstrate initiative and the ability to work in a customer service position, providing assistance through answering inquiries, booking conference and meeting rooms, and supporting event hosts and attendees. Requirements include the ability to multitask and flexibility in a demanding work environment.

**This is a temporary full-time position**

Duties and Responsibilities:
Assist with the scheduling and coordination of large conferences of 150+ attendees including logistics, transportation, exhibits, security, VIP’s, audio/visual, and tours
Assist planning in-house meetings, team-building events, workshops, and events without any challenges supporting NIWC, industry partners, local community, and diversity and volunteer programs
Assist clients with catering requests including the development of menus and budgets, serving as the bridge between the caterers and clients
Understand the Guideline to Hosting Meetings at NIWC, Checklists for Event Planning, Guest Surveys, and Informational Packets
Provide Video Teleconferencing (VTC) coordination and troubleshooting assistance
Maintain an asset inventory and security of conference center assets
Work with numerous equipment and facilities challenges while maintaining a professional atmosphere for the customer, ensuring presentations, audio, VTC, lighting, and overall experience within the conference center is a positive one
Partner with Facilities and Goodwill for maintenance and cleanliness of the facility
Prepare the venues according to opening and closing procedures to maintain a quality location
Ship and receive materials for trainings, exhibits, and programs, maintaining a relationship with local carriers – air and motor freight – while ensuring timely deliveries and pick-ups of materials
Partner with security to maintain detailed plans for classified meetings occurring at the conference center, ensuring all areas are properly secured and the points of contact have clearly communicated the expectation for hosting this type of meeting at the facility
Conduct planning and site visits to assist with the logistics of planning
Work with vendors to provide quotes for repairs and improvement of the facility with the assistance of the Facilities team
Keep up with the preventative maintenance of Audio/Visual equipment, computers, and vehicles
Track VIPs, command events, protocol, and Greenboard
Enter Greenboard data to ensure proper coordination with Facilities, Security, NWS, Front Office, and many other departments
Scrutinize VIP personnel information submitted for visibility for accuracy, proper protocol, and command importance (accuracy rate is around 99%)
Provide food service and coordination for food functions upon request for the Commanding Officer, Technical Director, and upper echelon VIPs
Provide support for high visibility command events, Change of Commands, NIWC-Atlantic Stand-Up, Retirement Ceremonies, NIWC Leadership meetings, and Department of the Navy Programs
Maintain the ability to provide direction on what works best for different types of events and some past practices
Work with Corporate Communications and the Public Affairs Officer to ensure protocol is being followed for visits and events
Assist with Command vehicle maintenance, logistics, and safety
Provide additional meeting planner services to groups that will utilize the NIWC facility such as budget planning, web design, badge templates, hotel links, agenda planning, registration, transportation coordination, menu planning, off-site socials, timelines, checklists, diagrams, signage, etc.
Convert contributed audio and video clip files received from the technical codes into web ready uploads, load, then edit the information kiosk
Research/review requests for IT hardware and software
Train and assist in the use of network resources such as mapping and sharing drives, printers, plotters, and NMCI portal access
Analyze and present verbal and/or written recommendations and detailed technical analysis pertaining to program management issues including (but not limited to) program and staff studies, point and information papers, and briefing materials
Prepare draft agendas, photographs, videotapes, and reports that synopsize meeting discussions, identify supportability issues, and propose alternative solutions to these issues for Government review
Independently generate letters and invitations and select materials to prepare welcome packages for dignitaries visiting NIWC Atlantic
Conduct financial management tasks needed to track PAO expenditures, generate Task Oder and DCMR Requests for Public Affairs Office operations, then track completion of processing those requests
Process visit and badging requests for the Public Affairs Office personnel and visiting dignitaries
Establish and maintain employee personnel actions, requests for new computer accounts, telephone requests, and CAC cards

Required Qualifications:
Secret Clearance Required
Must have demonstrated management responsibility for meeting management responsibilities
Must be able to handle some heavy lifting, furniture and equipment moving, and utilizing a ladder to complete some tasks
Experience with Microsoft Access and applications development, as a Webmaster and Macro Media, with Dreamweaver software, in Public Relations doctrine, and in Meeting Manager
Must have at least three years of specific work experience in a DoD or Navy environment

Education: BA or BS degree in Science, Business, or Management

Experience: Five (5) years of experience in program administration, contract administration, fiscal management, or related efforts. This position requires Navy administrative experience with a well-developed sense of Navy protocol. The applicant must possess the ability and experience to coordinate VIP schedules with parent activity administrative personnel for VIP visits and tours.