Events and Operations Associate

Society for Science•Washington, DC

6d•Onsite

About The Position

Founded in 1921, the Society for Science (Society), is a champion for science, dedicated to expanding scientific literacy, effective STEM education, and scientific research. Through its world-class competitions, including the Regeneron Science Talent Search, the Regeneron International Science and Engineering Fair, the Thermo Fisher Scientific Junior Innovators Challenge, and its award-winning magazines, Science News and Science News Explores, the Society, a nonprofit 501(c)(3) membership organization, is focused on promoting the understanding and appreciation of science and the vital role it plays in human advancement: to inform, education, and inspire. Position Overview The Society is looking for an Events and Operations Associate to support the Events and Operations (E&O) team. We value strong analytical and interpersonal skills, and the ability to contribute to a fast-paced environment as an individual and as part of a team. To perform the job successfully, this candidate must be able to juggle competing priorities in a fast-paced environment, have excellent customer service skills and be able to interface well with internal and external partners, be well-organized and task driven, and have experience in meeting and event planning and/or logistics. This position will report to the Chief of Event Planning and Operations. This is a non-exempt position.

Requirements

Motivated self-starter and willingness to learn
Must be able to manage and perform against deadlines
Exceptional communications skills, both written and verbal
Ability to develop rapport with colleagues and external clients.
Must have excellent technical skills
Demonstrated time management skills
Technologically savvy
Ability to problem-solve and follow directions
Must have a valid driver's license and ability to drive large vehicles
Must be able to lift 30 pounds
Affinity for the Society's mission
Undergraduate degree required
Computer proficiency including Microsoft Office (Outlook, Teams, Word, Excel, PowerPoint) and Adobe products
General accounting skills are helpful

Nice To Haves

Event/project management education/experience is preferred

Responsibilities

Provide administrative and logistical support to the E&O department to perform their duties associated with the suite of science education programs in addition to another 50 meetings and events executed by the department annually.
Placing catering orders including proofing BEO's
Setting up direct billing with hotels and vendors
Planning and executing social events including tours, private dining, dance parties, and other outings for students and teachers
Building and placing branding elements and signage
Organizing and accounting for materials on site
Inventorying materials upon return to warehouse
Setting up meeting rooms and/or ensuring that spaces are set according to maps and plans
Provide data support such as maintenance of program and production schedules
Create and manage rooming lists
Serve as the liaison for housing registration and sub-block coordination with the Society's housing and sourcing vendor
Reconcile hotel and other large billings as well as mitigate billing discrepancies.
Support small meetings on site helping to set up and strike and supporting team members as needed
Support monthly town halls including emcee duties
Provide customer service to internal and external stakeholders
Coordinate hotel stays for guests of the Society throughout the year
Provide administrative support to the Chief of Event Planning and Operations
Support mailings, materials, and asset management and cover the switchboard when needed
Attend all education programs in person. Travel and onsite support is mandatory for this position including 2 dedicated weeks in March, 2 weeks in May and 2 weeks in October plus at least 6 additional weekends throughout the year