Meetings and Events Coordinator

Company: Foundation of the NIH
Location: Rockville
Posted on: June 17, 2022

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