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NASA Science Meeting Manager/Coordinator

3 months ago

Mountain View, California, United States Bay Area Environmental Research Institute Full time
Join our Team as a Meeting Manager/Coordinator at the Bay Area Environmental Research Institute

Are you a hands-on meeting planner/manager with a passion for science and travel? We are looking for someone who is detail-oriented, a great communicator, and a problem solver. As part of our team, you will have the unique opportunity to work closely with NASA officials and respected scientists from around the globe, supporting their research in climate science through organizing NASA-sponsored meetings.

As a Meeting Manager/Coordinator, you will collaborate with stakeholders, set up budgets, negotiate contracts, and handle logistics to ensure successful events. From planning and organizing meetings to managing communication and online resources, this role offers a diverse range of responsibilities that require strong organizational skills and attention to detail.

Job Duties:
  • Define meeting parameters, agendas, and expectations in collaboration with stakeholders
  • Manage meeting logistics, including budgeting, vendor sourcing, and contract negotiation
  • Coordinate event details such as registration, AV setup, and material shipping
  • Travel to meeting destinations and oversee on-site event management
  • Support hybrid meetings and post-event activities like online presentations
  • Plan and execute multiple events per year, ensuring a seamless experience for up to 300 attendees
  • Handle ongoing communications for established groups and mailing lists
Candidate Requirements:
  • Clear and effective communication skills
  • Exceptional organizational abilities and deadline management
  • Experience in sourcing venues, negotiating contracts, and operating AV equipment
  • Proficiency in web page creation, database management, and office software
  • Ability to handle graphic design tasks and virtual meeting platforms
  • Computer and network proficiency, preferably with Mac OS experience

Join our team if you have a Bachelor's degree or at least three years of relevant experience, a US Passport or eligibility to apply for one, and the ability to pass background checks for government work. A passion for science, dedication to detail, and willingness to travel are must-have qualities for this role.

About ESPO:

The Earth Science Project Office at NASA Ames Research Center is a dynamic group that manages projects for NASA's Earth Science Division. With a track record of successful field campaigns and support for various NASA programs, ESPO offers a challenging yet rewarding environment for individuals who are driven to make a difference in scientific research.

About Bay Area Environmental Research Institute:

Bay Area Environmental Research Institute is a non-profit organization known for its excellence in atmospheric and space science research. Collaborating closely with NASA, BAER has established itself as a key player in scientific research, providing expert staffing and support for critical projects. Join us in our mission to advance scientific knowledge and contribute to cutting-edge research initiatives