Job Description

Description

The Cato Institute seeks a highly motivated and conscientious Conference Planner to join our team in delivering visible, creative, and engaging events to support our organizational mission.  The Conference Planner is key in planning and managing operations and administrative responsibilities for off-site meetings and ensuring the events' quality aligns with the organization's standards. The Planner’s responsibilities will include a variety of 15+ seminars, conferences, luncheons, receptions, special events, and unique projects. The events will vary, from taking place in Cato’s event space to off-site events in the Washington DC area or cities throughout the country. The roles and responsibilities of events will vary and sometimes require the Conference Planner to plan on their own; other events will be planned as part of a team.

This is an in-person position in Washington, DC.

The projected salary range for this role is $65,000 - $75,000 per year. 

Compensation is based on the successful candidate's educational background, experience, and skills.

About Cato

The Cato Institute is a public policy research organization—a think tank—dedicated to the principles of individual liberty, limited government, free markets, and peace. Its scholars and analysts conduct independent, nonpartisan research on a wide range of policy issues.

Founded in 1977, Cato owes its name to Cato’s Letters, a series of essays published in 18th-century England that presented a vision of a society free from excessive government power. Those essays inspired the architects of the American Revolution. And the simple, timeless principles of that revolution — individual liberty, limited government, and free markets – turn out to be even more powerful in today’s world of global markets and unprecedented access to information than Jefferson or Madison could have imagined. Social and economic freedom is not just the best policy for a free people, it is the indispensable framework for the future. 

Cato Institute is an Equal Opportunity Employer.

Responsibilities

Essential functions may include, but are not limited to, the following:

Project Planning: 

• Draft each event’s timeline, complete tasks on time, and monitor the progress of tasks assigned to other colleagues. 
• Coordinate staff, speaker, and VIP housing for assigned meetings. 
• Provide research and recommendations for future venue locations.

Financial Management: 

• Draft each event’s budget, closely monitor and document expenses, and plan events within budget.

Vendor Management: 

• Create and submit logistics specifications to applicable vendors (including but not limited to hotels, caterers, AV suppliers, shipping vendors, printers, etc.) and ensure accurate conversion of event details into the vendors' documents and forms. Negotiate vendor contracts for the internal approval process. Serve as the primary contact for vendors, building and maintaining relationships to achieve optimal results. 

Execute onsite implementation of logistics, including:

• Registration Oversight: Oversee registration aspects of assigned events and ensure data accuracy. Compile registration reports, distribute them on an alternate day basis, and maintain reports to track post-event data for registration, catering, housing, and other data sets as needed.
• Event Collateral: Compile and collect printed materials (including but not limited to badges, rosters, signage, publications, marketing materials, etc.) and ensure their accuracy.

Assist with additional Cato events when needed.

Requirements

Education/Experience

• A Bachelor’s degree in hospitality or other related fields
• A minimum of three (3) years of meeting planning experience and a proven work history of managing multiple events simultaneously. 
• Proficiency in Microsoft Teams, Word, Excel, PowerPoint, and Outlook. 
• Knowledge of EMS, Social Tables, and Swoogo is a plus. 
• Familiarity with Cato’s libertarian philosophy, free-market economics, and limited government principles.

Skills

• A motivated self-starter who is enthusiastic about event planning, tracking, and executing live events.
• Highly organized with keen attention to detail, quality, and accuracy.
• Expertise in prioritizing, tracking, and accomplishing multiple tasks simultaneously in a dynamic and fast-paced environment. 
• Displays the strength and determination to manage time and responsibilities independently.
• Excellent verbal and written communication skills with the ability to provide superior customer service with a positive “can-do” attitude. 
• Conveys a positive and engaged team mindset to all departments, maintaining open communications with all co-workers for the best overall outcome.
• Positive and professional demeanor while working with staff, vendors, and attendees.
• Exceptional ability to problem solve, manage crisis situations effectively, and maintain professional composure while working under pressure.
• Proactive and stays informed regarding upcoming tasks; easily adapts if the project changes scope.
• Position requires 25% of travel throughout the year and may increase. 

Benefits

All Cato employees are provided with:

• Medical, dental, and vision insurance
• Employer contribution to a Health Savings Account (HSA)
• Generous vacation and sick days
• Paid parental leave
• Employer-provided life and disability insurance 
• 401(k) employer match
• Transit/ Parking benefits 
• Pet discount plan