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Meetings and Events Planner

Company: Foundation of the NIH
Location: Rockville
Posted on: January 19, 2023

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. Please see our web site at for more information regarding benefits including 100% paid health, dental, and vision insurance for employees with subsidized health insurance for dependents; subsidized parking; 403(B) with immediate vesting and match; all the federal holidays plus one; and more.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 Planner is responsible for the flawless execution of meetings, conferences and special event logistics from inception through completion, including onsite management and post event. The Meetings and Events Planner will manage assigned projects by using event management tools/software as well as develop and adhere to budgets, timelines, processes and procedures. The Meetings and Events Planner is responsible for internal and external relations, contributing to ongoing assessments and providing updates based on changing needs. This position works on meetings and travel for the Science Department but is part of a larger Meetings and Events team comprised of an Associate Vice President, Director, and Coordinators, and reports directly to the Director of Meetings and Events. Key Responsibilities:

  • Source venues appropriate for meetings and negotiate contracts per internal guidelines. Oversee all aspects of hotel arrangements including rooming list, meeting space, food and beverage, and audio/visual equipment.
  • Communicate with event-related vendors regarding all preplanning needs and manage related operations onsite.
  • Anticipate and resolve issues with project schedules, resources, and budgets.
  • Oversee travel arrangements ensuring excellent traveler outreach, communication, data tracking, updates and compliance with established processes.
  • Oversee the life cycle of meeting, conference and special event registration including creating and managing invitations, developing the registration process and communication pieces.
  • Manage all meeting collateral ensuring that materials are professional and appropriately reflect the organization's standards, thus ensuring quality control.
  • Oversee and reconcile meeting, conference and special event expenditures to deliver on or below budget objectives while keeping the project leader and finance staff informed on all budget related activities.

    • Required: A college degree and at least five years of meeting and event planning experience, or an equivalent combination of education and experience
    • Preferred: Certified Meeting Professional (CMP) credential
    • Preferred: Experience planning international meetings and events, and traveling internationally to execute these events

      Candidates should demonstrate their ability to:

      • Effectively prioritize and execute tasks conforming to shifting priorities, demands and timelines; multitask and handle multiple projects efficiently simultaneously.
      • Show initiative, work independently as an individual contributor with minimum supervision, yet able to work and contribute positively in a team setting.
      • Analyze and solve challenges quickly and effectively.
      • Elicit cooperation from a wide variety of sources including management, project managers, staff departments, and vendors.
      • 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.
      • Use Microsoft Office (Outlook, Word, Excel, PowerPoint).
      • Use Cvent Event Management and Cvent Supplier Network software.
      • Adapt quickly to using new technology and software as implemented by the team.

        The Meetings and Events Planner may be required to occasionally work weekends, evenings and other irregular hours and travel as necessary. Ability to travel both domestically and internationally 10-15% of the time is required.FULL-TIME/PART-TIME: Full-TimeLOCATION: Maryland, RockvillePI201484108

Keywords: Foundation of the NIH, Rockville , Meetings and Events Planner, Other , Rockville, Maryland

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