Meeting Planner

Own the execution of high-impact events that bring together leaders across the defense, government, and industry community.

The Charleston Defense Contractors Association (CDCA) is seeking an experienced Meeting Planner to manage the logistics and execution of a dynamic portfolio of events. This is a hands-on, execution-focused role supporting everything from targeted engagements to large-scale conferences with 2,000+ attendees and 150+ exhibitors.

This role requires a high level of ownership, attention to detail, and the ability to independently manage event operations from planning through on-site execution. The ideal candidate is comfortable working directly with venues, vendors, sponsors, and stakeholders, and can translate event requirements into clear, executable plans without extensive oversight.

This is a fully remote position that demands strong accountability, responsiveness, and the ability to stay engaged in a fast-paced, virtual environment. Candidates must be comfortable managing multiple priorities, making sound decisions, and ensuring a high-quality experience for all participants. Travel is required to support on-site execution, including multi-day events and work outside standard business hours.

Job Title: Meeting Planner

Location: Charleston, SC

Supervisor: Executive Director

Schedule: Full-time, remote with on-site support requirements (up to 25% travel)

Salary Range: $60,000–$75,000 (commensurate with experience)

Benefits:

Health and retirement benefits

Company-provided mobile phone

Paid Time Off:

10 days PTO and 11 federal holidays (increases with tenure)

Position Summary

The Charleston Defense Contractors Association (CDCA) is a board-led 501(c)6 nonprofit seeking a highly organized and detail-oriented Meeting Planner to support the planning, coordination, and execution of CDCA events.

This role is responsible for executing event logistics and operations under the direction of the Executive Director, ensuring events are delivered professionally, efficiently, and with a high-quality attendee experience. The Meeting Planner must be able to manage multiple priorities, communicate clearly with stakeholders, and ensure all event components are accurate and ready for execution.

Success in this role is measured by well-executed events, strong stakeholder coordination, accurate logistics, and continuous improvement based on post-event feedback.

This is a fully remote role requiring a high degree of independence, accountability, and sustained engagement in a virtual work environment.

Work Environment & Event Scope

CDCA delivers a range of professional events throughout the year, including large-scale conferences, industry engagement events, and smaller member-focused programs. Events vary in size and complexity, from intimate meetings to large events supporting 2,300+ attendees and 150+ exhibitors.

This role operates in a primarily remote environment and requires the ability to work effectively from a home office using virtual collaboration tools (e.g., Microsoft Teams). The Meeting Planner must be able to participate in and support virtual meetings without interruption and maintain a professional, reliable, and distraction-free remote work environment to support active participation in virtual meetings.

The position also requires periodic travel (up to 25%) to support on-site event execution, including multi-day events and work outside of standard business hours as needed.

Key Responsibilities

Event Planning & Logistics

• Maintain and support execution of the CDCA event calendar
• Coordinate logistics including venues, catering, audiovisual, and registration
• Plan and execute events across multiple locations, including travel coordination as needed

Vendor & Operations Coordination

• Coordinate with venues, vendors, and service providers to support event execution
• Assist in reviewing vendor proposals and preparing comparisons for leadership review
• Support contract documentation and vendor communications as directed

Stakeholder Coordination

• Collaborate with the Executive Director on event priorities and execution
• Support coordination with board members, committees, sponsors, and exhibitors
• Serve as a professional representative of CDCA in all interactions

Marketing & Communications

• Support development of event communications, including emails and attendee materials
• Coordinate event materials such as agendas, signage, and digital content
• Ensure consistency in branding and messaging

On-Site Event Execution

• Support and lead on-site logistics including registration, setup, and coordination
• Assist in directing volunteers and managing event flow
• Address operational issues to ensure a positive attendee experience

Post-Event Reporting & Improvement

• Assist with post-event evaluations and feedback collection
• Prepare summary reports including attendance and key observations
• Identify opportunities to improve processes and event outcomes

Qualifications & Skills

• 3+ years of experience in event planning, conference management, or association support
• Experience coordinating complex events with multiple stakeholders
• Strong organizational, communication, and problem-solving skills
• Ability to manage multiple projects simultaneously in a fast-paced environment
• Proficiency in Microsoft Office and event registration platforms (e.g., Cvent, Eventbrite)
• Ability to travel as required (up to 25%)

Preferred Qualifications

• Certified Meeting Professional (CMP) or equivalent
• Experience supporting defense, government, or industry-focused events
• Experience with hybrid or virtual event platforms