Government Relations, Meetings/Expositions/Events, Project Management/Program Development
4 Year Degree
The National Academies of Sciences, Engineering, and Medicine is seeking a Conference Manager / Meeting Planner to join the Meeting and Events team with our Transportation Research Board in Washington DC.
The position is responsible for planning and executing the logistics for meetings, conferences, workshops, and other special events for TRB. That includes coordinating personnel and technical needs such as audiovisual equipment, internet, etc., ensuring meeting requirements are successfully met, setting up registration websites, tracking expenses and reviewing invoices, preparing reports, arranging food and beverage services and assembling / shipping conference materials.
You will also serve as a liaison between the TRB Meetings Department and a variety of internal and external customers, providing information and guidelines, answering inquiries and resolving complaints / issues with customers, vendors, and hotels.
The essential job duties will include:
Meet with event organizers to determine needs, assign function rooms and coordinate room set-ups to ensure meeting requirements are fulfilled
Collaborate with other operational units to facilitate support requirements for events and meetings
Prepare and communicate cost estimates. For off-site activities, conduct site visits to inspect properties, solicit bids on vendor quotes for service, and negotiate rates and services. Review agreements and ensures compliance
Oversee and maintain meeting / conference data. Prepare hotel resumes and function specifications
Monitor daily project requirements and prepare progress reports
Prepare preliminary and actual budgets based upon meeting requirements
Prepare and disseminate logistical information for participants
Provides onsite management of activities at some offsite venues
Assist in managing vendor relationships, serving as the point of contact for outside vendors
To view the full job description and apply please use the link below.
The Transportation Research Board (TRB) is one of seven major programs of the National Academies of Sciences, Engineering, and Medicine. The mission of the Transportation Research Board is to increase the benefits that transportation contributes to society by providing leadership in transportation innovation and progress through research and information exchange, conducted within a setting that is objective, interdisciplinary, and multimodal. The Board’s varied committees, task forces, and panels annually engage about 7,000 engineers, scientists, and other transportation researchers and practitioners from the public and private sectors and academia, all of whom contribute their expertise in the public interest. The program is supported by state transportation departments, federal agencies including the component administrations of the U.S. Department of Transportation, and other organizations and individuals interested in the development of transportation.
We are looking for someone who has:
Bachelor's degree in a related field, or equivalent knowledge, and three years of related professional experience
Experience managing logistics for large conferences and events
Experience working closely with hotels to create and deliver specifications
About National Academies of Sciences, Engineering & Medicine
The National Academy of Sciences, National Academy of Engineering, and National Academy of Medicine work together as the National Academies of Sciences, Engineering, and Medicine to provide independent, objective analysis and advice to the nation and conduct other activities to solve complex problems and inform public policy decisions. The National Academies also encourage education and research, ...recognize outstanding contributions to knowledge, and increase public understanding in matters of science, engineering, and medicine.