Hands-on meeting planner/manager with a strong technical aptitude. This position requires effective time management, attention to detail, and strong oral and written communications skills. The successful candidate will be a quick learner, proactive problem solver, and good negotiator.
This is a unique and rewarding opportunity for a meeting professional with a desire to travel and curiosity about the scientific world. It provides the opportunity to regularly interact with NASA officials and highly respected scientists from around the world, and to support their research, including climate science, by facilitating NASA-sponsored meetings in the US and overseas.
The Meeting Manager/Coordinator is a contractor position, through Bay Area Environmental Research Institute, to work in the NASA Earth Science Project Office (ESPO) at Ames Research Center, Moffett Field, California. This is not a remote position, but the team does
telework for a portion of the week.
Job duties will include but not be limited to:
Work with stakeholders to define meeting parameters, agendas, and expectations
Take notes during planning meetings, establish list of deliverables and deadlines
Comply with government regulations for meetings and conferences
Develop meeting budgets, pay invoices and track all accounting
Request proposals from convention and visitors bureaus, hotels, and vendors as needed to source venues and services
Negotiate contracts and provide detailed information for delivery, set up, BEOs, etc.
Communicate meeting and destination information via web pages, emails, signage, etc.
Set up registration forms, including abstract submissions for oral and poster sessions
Collect presentation files and load onto meeting laptop
Pack and ship materials and selected equipment
Design, print, and distribute badges
Travel to meeting destinations; some weekend and holiday travel and/or work will be required, as well as some long work days
Set up and actively manage hybrid meetings including presentations, AV, coffee service, poster sessions, etc.
Post presentations and/or recordings online as needed after each meeting
Plan and/or support planning efforts for six to ten events per year, including meetings and symposiums for up to 300 attendees
Support ongoing communications for multiple established groups/mailing lists
Candidate strengths and experience should include:
Writing clear, concise communications
Excellent organizational skills
Proven ability to meet deadlines
Sourcing meeting destinations, venues, and vendors
Negotiating hotel and other contracts
Specifying, setting up, and operating AV equipment
Creating web pages
Managing mailing lists and databases
Proficiency with office software (Office 365, Google Suite including Forms)
Creating simple graphic designs
Power user of virtual meeting platforms including Teams and Webex; hybrid meeting experience preferred
Computer and network savvy; Mac OS experience strongly preferred
Additional qualifications:
Bachelor’s degree; or a minimum of three years of experience planning, coordinating, and executing meetings
Current US Passport, or eligibility to immediately apply for US Passport
Must be able to pass personal background checks for working with a variety of government agencies
Ability to lift 25 pounds
About ESPO
The Earth Science Project Office (ESPO) at NASA Ames Research Center is a group of success-oriented individuals providing project management for NASA's Science Mission Directorate, Earth Science Division. We provide planning, implementation, and post-mission
support for large, complex, multi-agency, domestic, and international field campaigns. ESPO has led over 60 successful field campaigns since 1987. We support several of the NASA Earth Science Division’s programs, including Upper Atmosphere Research, Tropospheric
Chemistry, Radiation Sciences, Weather and Atmospheric Dynamics, Ocean Biology and Biochemistry, Airborne Science, and the Earth System Science Pathfinder Program.
Company Description
ABOUT BAY AREA ENVIRONMENTAL RESEARCH INSTITUTE
Bay Area Environmental Research (BAER) Institute is a growing, non-profit organization dedicated to promoting and conducting research in science, particularly atmospheric and space science. Since its establishment in 1993, BAER has become well recognized nationally for its significant contributions to various fields of scientific research. BAER’s clientele include various federal government agencies, and BAER has had a long-standing collaborative relationship with NASA. The Institute’s research and program leadership activities with NASA include work with both the Earth Science and Space Science Divisions at NASA Ames Research Center in Mountain View. BAER has developed and maintained an outstanding reputation for its project management, financial reporting, and program and partnership development capabilities as well as for its resourcefulness in providing expert scientists, researchers, and support staff for mission-critical Agency projects.
ABOUT BAY AREA ENVIRONMENTAL RESEARCH INSTITUTE Bay Area Environmental Research (BAER) Institute is a growing, non-profit organization dedicated to promoting and conducting research in science, particularly atmospheric and space science. Since its establishment in 1993, BAER has become well recognized nationally for its significant contributions to various fields of scientific research. BAER’s clientele include various federal government agencies, and BAER has had a long-standing collaborative relationship with NASA. The Institute’s research and program leadership activities with NASA include work with both the Earth Science and Space Science Divisions at NASA Ames Research Center in Mountain View. BAER has developed and maintained an outstanding reputation for its project management, financial reporting, and program and partnership development capabilities as well as for its resourcefulness in providing expert scientists, researchers, and support staff for mission-critical Agency projects.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Research, Analyst, and Information Technology
Industries
Research
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