Senior Meetings Assistant - Transportation Research Board

The National Academies of Sciences, Engineering, and Medicine•Town of Johnstown, NY

6d•$30 - $38•Hybrid

About The Position

The Transportation Research Board (TRB) is one of seven major programs of the National Academies of Sciences, Engineering, and Medicine, which is a private non-profit organization. The mission of TRB is to provide leadership in transportation improvements and innovation through trusted, timely, impartial, and evidence-based information exchange, research, and advice regarding all modes of transportation. The Technical Activities Division of TRB supports standing committees and task forces, and organizes the TRB Annual Meeting and other conferences and workshops.

Requirements

Proficiency in Microsoft Outlook, Word, Excel, SharePoint, Asana.
Aptitude for learning new computer software.
Excellent verbal and written communication skills.
Information management skills.
Strong proofreading and attention to detail.
Ability to manage multiple priorities and meet critical deadlines within limited time frames.
High school diploma, GED, or equivalent knowledge.
Six years of administrative or clerical experience.
Ability to be visible on camera for meetings when remote.
Ability to use a computer and applicable hardware/software to perform responsibilities.
Ability to use multiple technology collaboration platforms, including collaboration tools (e.g., Microsoft Teams, Asana).
Ability to focus/concentrate on tasks and multi-task, when needed.
Ability to begin work at the required time, per approved schedule.
Ability to lift/carry laptop and other mobile devices between work and home.
Ability to commute to work.
Ability to interact in-person with multiple people and large groups.
Ability to work in a fast-paced environment and meet deadlines.

Nice To Haves

Experience with CVENT registration software or another CMS system to create websites.
Experience with Adobe Illustrator.
Experience with Smartsheets and Asana.

Responsibilities

Manages registration for about 3-8 conferences and committee meetings per year, with events ranging from 60 to 500 attendees each.
Creates and updates event websites for the TRB Annual Meeting and conferences, using CMS and Internet-based software such as Twill and Cvent.
Writes and sends mass emails to attendees and prospects.
Replies to attendee questions and concerns.
Processes refund requests, and records payments.
Uses Adobe Illustrator to develop signs and other graphics.
Creates reports.
Generates badges, tent cards, signs, and other meeting collateral.
Manages SmartSheet and Asana databases.
Packs and ships materials to meeting venues.
Serves as an onsite meeting room monitor during the six-day Annual Meeting in Washington DC, each January, ensuring events are set up correctly and running properly, directing venue staff, and notifying the Meetings Director of any potential problems.
Performs other tasks as assigned by the Meetings Director.