Scientific Events and Meetings Specialist

Scientific Events and Meetings Specialist

Requirements

• Bachelor’s degree in hospitality, event management, communications, or a related field.
• Three to five years of experience in event planning or related field (internships and volunteer experience are considered).
• Strong interest in event management and a desire to learn.
• Ability to work flexible hours, including evenings and weekends as needed.

Responsibilities

• Support the coordination and execution of event logistics, including food and beverage arrangements, audiovisual needs, and room block management.
• Identify and coordinate with vendors, ensuring high-quality service and adherence to contracts.
• Collaborate with Communications & Marketing and the Institute’s design vendors to create event signage, program materials and website content.
• Coordinate administrative speaker management for meetings and events.
• Assist in coordinating sponsorship for meetings and conferences, including sponsor prospect development, solicitation and stewardship.
• Coordinate sponsor exhibit/display logistics.
• Develop and maintain event budgets, tracking expenses and ensure adherence to budget guidelines.
• Conduct post-event cost analysis and identify opportunities for improvement.
• Act as a project lead for assigned events, maintaining project plans and ensuring timely completion of deliverables.
• Collaborate with cross-functional teams to execute internal and customer-facing meetings, tradeshows, and Institute events.
• Negotiate event-related contracts to maximize savings and enhance attendee experience.
• Ensure high-quality execution and customer service levels for all clients and events.
• Conduct post-event evaluations and analyze results to improve future events.
• Anticipate, develop, and implement contingency plans.
• Perform all other duties as assigned.

Preferred Qualifications

• Strong Organizational Skills: Ability to manage multiple tasks and prioritize effectively.
• Strong Customer Service Mentality: Commitment to providing exceptional service and support to customers.
• Excellent Communication Skills: Clear and professional written and verbal communication.
• Detail-Oriented: Meticulous attention to detail and accuracy.
• Problem-Solving Skills: Ability to identify and resolve issues effectively.
• Team Player: Ability to collaborate effectively with colleagues and vendors.