Meetings and Events Coordinator
Company: Foundation of the NIH
Location: Rockville
Posted on: June 17, 2022
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Job Description:
ABOUT THE ORGANIZATION: The Foundation for the National
Institutes of Health (FNIH) creates and manages alliances with
public and private institutions in support of the mission of the
National Institutes of Health (NIH), the world's premier medical
research agency. The Foundation, also known as the FNIH, works with
its partners to accelerate biomedical research and strategies
against diseases and health concerns in the United States and
across the globe. The FNIH organizes and administers research
projects; supports education and training of new researchers;
organizes educational events and symposia; and administers a series
of funds supporting a wide range of health issues. Established by
Congress in 1990, the FNIH is a not-for-profit 501(c)(3) charitable
organization.EOE STATEMENT: The FNIH is an equal opportunity
employer. All qualified applicants will receive consideration for
employment without regard to race, color, religion, sex, national
origin, disability status, protected veteran status or any other
characteristic protected by law. The FNIH celebrates diversity and
is committed to creating an inclusive environment for all
employees.DescriptionThe Meetings and Events Coordinator is
responsible for the flawless execution of meetings, conferences and
special event logistics from inception through completion,
including onsite at in-person meetings and during live virtual
events. The Meetings and Events Coordinator will coordinate
assigned projects by using event management tools/software as well
as adhering to budgets, timelines, processes and procedures. The
Coordinator is responsible for internal and external communication
throughout the planning process, contributing to the success of
meetings and events. The Coordinator works on a team under the
direction of the Meetings and Events Planners and reports directly
to the Associate Vice President of Meetings and Events. Key
Responsibilities: Coordinate logistical aspects of virtual, hybrid,
and in-person meetings and events, including but not limited to,
virtual event platforms, hotel rooming lists, meeting room layouts,
food and beverage, and audio/visual needs. Create and manage
multiple event registration websites and related email
correspondence. Communicate with speakers, attendees and vendors
effectively and timely throughout the planning process. Oversee
travel arrangements for meeting and event attendees, ensuring
excellent traveler outreach, communication, data tracking, updates,
and compliance with established processes. Pay invoices and track
event expenses in the corresponding event budgets. Review all
meeting materials, such as agendas and participant lists ensuring
that they are professional and appropriately reflect the
organization's standards, thus ensuring quality control. Update
tasks in project management software on an ongoing basis. Assist
with the department's inventory and credit card reconciliation
process as needed. POSITION REQUIREMENTS: A college degree is
preferred, and two to four years of meeting and event planning
experience, or an equivalent combination of education and
experience. Proficiency in Microsoft Office (Outlook, Word, Excel,
PowerPoint) is required. Candidates should demonstrate their
ability to: Effectively prioritize and execute tasks conforming to
shifting priorities, demands and timelines; multitask and handle
multiple projects efficiently and simultaneously. Show initiative,
work independently as an individual contributor with minimum
supervision, yet be able to work and contribute positively in a
team setting. Analyze and solve challenges quickly and effectively.
Provide exceptional customer service to both internal and external
clients while exhibiting a high degree of responsibility,
initiative and professionalism. Communicate effectively both
verbally and in writing. Gain proficiency in Cvent Event Management
software. Gain proficiency in ClickUp Project Management Tool.
Adapt quickly to using new technology and software as implemented
by the team. The Meetings and Events Coordinator may be required to
occasionally work weekends, evenings and other irregular hours and
travel as necessary. PM21FULL-TIME/PART-TIME: Full-TimeLOCATION:
Maryland, RockvillePI182214390
Keywords: Foundation of the NIH, Rockville , Meetings and Events Coordinator, Other , Rockville, Maryland
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