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NASA Science Meeting Coordinator

2 months ago

Mountain View, California, United States Bay Area Environmental Research Institute Full time
Job Overview

We are seeking a highly organized and detail-oriented Meeting Manager to join our team at Bay Area Environmental Research Institute. The successful candidate will be responsible for planning, coordinating, and executing meetings for the NASA Earth Science Project Office (ESPO) at Ames Research Center in Mountain View, California.

The Meeting Manager will work closely with stakeholders to define meeting parameters, agendas, and expectations. This includes taking notes during planning meetings, establishing lists of deliverables and deadlines, and complying with government regulations for meetings and conferences.

The ideal candidate will have a minimum of five years of experience planning, coordinating, and executing meetings, as well as a strong background in project management and communication. They will be able to lift 25 pounds and have a current US Passport or eligibility to immediately apply for one.

We offer a competitive salary and benefits package, as well as the opportunity to work with a dynamic team of professionals in the field of environmental research.

Key Responsibilities

  • Plan, coordinate, and execute meetings for the NASA Earth Science Project Office (ESPO) at Ames Research Center
  • Work closely with stakeholders to define meeting parameters, agendas, and expectations
  • Take notes during planning meetings and establish lists of deliverables and deadlines
  • Comply with government regulations for meetings and conferences
  • Develop meeting budgets, pay invoices, and track all accounting
  • Request proposals from convention and visitors bureaus, hotels, and vendors as needed to source venues and services
  • Negotiate contracts and provide detailed information for delivery, set up, BEOs, etc.
  • Communicate meeting and destination information via web pages, emails, signage, etc.
  • Set up registration forms, including abstract submissions for oral and poster sessions
  • Collect presentation files and load onto meeting laptop
  • Pack and ship materials and selected equipment
  • Design, print, and distribute badges
  • Travel to meeting destinations; some weekend and holiday travel and/or work will be required, as well as some long work days
  • Set up and actively manage hybrid meetings including presentations, AV, coffee service, poster sessions, etc.
  • Post presentations and/or recordings online as needed after each meeting
  • Plan and/or support planning efforts for six to ten events per year, including meetings and symposiums for up to 300 attendees
  • Support ongoing communications for multiple established groups/mailing lists