Job Description Summary:

Plans and executes the logistics for meetings, conferences, workshops, and other special events, including locating and arranging appropriate venues, food and beverage services, and coordinating necessary personnel and technical needs and requirements. Serves as a liaison between the department and a variety of internal and external customers. Provides information and guidelines. Answers inquiries and resolves complaints and issues with customers, vendors, and agencies. Ensures meeting requirements are successfully met. Tracks expenses and prepares and maintains extensive reports and records on activities and related costs. Where necessary, handles the rescheduling or movement of activities, meetings, and other events.

Working under general supervision and functioning with the ability to deviate from subscribed courses of action as needed, incumbent applies general professional knowledge and principals of function to solve problems requiring the identification and analysis of various factors and uses independent judgment and discretion to recommend best course of action. Incumbent may lead and/or supervise lower level support employees and may establish processes and procedures to ensure the effective and efficient operation of routine support functions.

Job Description:

ESSENTIAL JOB DUTIES:
1. Plans and executes logistics for conferences/workshops/meetings. Meets with customer to determine needs. Assigns function rooms, coordinates room set-ups, arranges ancillary services, and ensures meeting requirements are fulfilled. For off-site venues, ensures that all materials are assembled, packed, shipped to the meeting site, and received.
2. Collaborates with other operational units to facilitate support requirements for events and meetings. Coordinates personnel and technical needs and requirements. Provides overall expertise regarding conference planning.
3. Serves as liaison between the National Academies and internal and external customers. Prepares and communicates cost estimates. Prepares agreements for facility use. For off-site activities, may conduct site visits to inspect properties, solicit bids on vendor quotes for service, and negotiate rates and services. Reviews agreements and ensures compliance. Resolves vendor issues.
4. Oversees and maintains meeting/conference databases. Creates, updates, and maintains information on the audio/visual, facility, food and beverage, and other support requirements for scheduled meetings and other events, and provides information to staff and external groups.
5. Monitors daily project requirements. Prepares progress reports. Prepares daily reports. Monitors meeting schedules, confirms requirements, and identifies and resolves inconsistencies.
6. Tracks changes and trends in scheduling meetings and other events. Compiles and reports information to management. Researches and compiles data for presentations and reports.
7. Prepares preliminary and actual budgets based upon meeting requirements. Where applicable, establishes registration fees. Processes fee payments received. Reviews and approves payment of invoice vouchers. Reviews contractual obligations and ensures activities are performed according to contractual requirements. Reconciles bills after meetings and performs follow-up financial review.
8. Prepares and disseminates logistical information for participants. Coordinates the dissemination of the meeting/conference materials.
9. Provides onsite management of activities at offsite venues. Distributes conference materials, reviews room set-ups, coordinates presenters/speakers audio-visual requirements, and collaborates with the conference center or hotel staff as necessary. May attend conferences to resolve on-site problems in person.
10. Conducts training for staff on meeting planning and use of Meetings Database.
11. Assists in managing vendor relationship. Serves as the point of contact for outside vendors.
12. May supervise or assist in supervising meetings assistants.

NONESSENTIAL JOB DUTIES
Related duties and special projects as assigned.

JOB SPECIFICATIONS
Required Knowledge, Skills, and Abilities: Good database skills. Proficiency in Microsoft Office Suite. Ability to solve complex intellectual problems. Ability to operate with appreciable latitude for independent judgment and action. Ability to work successfully in a team environment and to form and maintain effective teams. Experience working in complex environments with a high degree of organizational effectiveness. Ability to develop relationships with co-workers and employees in other National Academies’ departments through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees, members, and vendors.
Minimum Education/Training Requirements: Bachelor’s degree in a related field or equivalent knowledge.
Minimum Experience: Three years of related professional experience.
Physical Capabilities: Ability to work at a computer for extended period of time.
Required Licenses, Certification or Registration: None.
Supervisory Responsibilities/Controls: Reports to manager/director. Sets objectives with supervisor. May supervise staff.
Work Environment: Office environment, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.

Compensation Range: The National Academies of Sciences, Engineering, and Medicine support equity, fairness, and transparency in our compensation programs. An estimated compensation range for this position is $68,160 - $93,715. Compensation offered to the selected candidate will be based on the candidate’s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range.

The National Academies’ Statement on Diversity and Inclusion:

We, the National Academies of Sciences, Engineering, and Medicine (the National Academies), value diversity among our staff, members, volunteers, partners, vendors, and audiences. We recognize that talent is broadly distributed in society and that many perspectives enhance the quality of our work and drive innovation and impact.

We pledge to cultivate a workplace culture and climate that promotes inclusion, belonging, accessibility, and anti-racism; upholds equity; and values the participation of all who are engaged in advancing our mission. By embracing the values of diversity, equity, and inclusion in our programs, institutional policies and practices, and products, we will be able to better advise the nation on the most complex issues facing society and the world.

Equal Opportunity Employer:

It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.

Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.
The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.

Job Type: Full-time

Pay: $68,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Evenings as needed
• Monday to Friday
• Weekends as needed

Application Question(s):

• Ability to work weekends and evenings based on business needs?

Education:

• Bachelor's (Preferred)

Experience:

• Events managements: 3 years (Required)
• Meeting and Event planning: 3 years (Required)
• Database management: 3 years (Preferred)

Ability to Relocate:

• Washington, DC 20418: Relocate before starting work (Required)

Work Location: In person