Science Meeting Coordinator

4 days ago


Mountain View, California, United States Bay Area Environmental Research Institute Full time
NASA Science Meeting Manager Job Description

Job Summary: 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 and events for NASA's Earth Science Project Office (ESPO).

Key Responsibilities:

  • Work with stakeholders to define meeting parameters, agendas, and expectations
  • Take notes during planning meetings, establish list 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

Requirements:

  • A minimum of five years of experience planning, coordinating, and executing meetings
  • Current US Passport, or eligibility to immediately apply for US Passport
  • Must be able to pass personal background checks for working with a variety of government agencies
  • Ability to lift 25 pounds

About ESPO: The Earth Science Project Office (ESPO) at NASA Ames Research Center is a group of success-oriented individuals providing project management for NASA's Science Mission Directorate, Earth Science Division. We provide planning, implementation, and post-mission support for large, complex, multi-agency, domestic, and international field campaigns. ESPO has led over 60 successful field campaigns since 1987. We support several of the NASA Earth Science Division's programs, including Upper Atmosphere Research, Tropospheric Chemistry, Radiation Sciences, Weather and Atmospheric Dynamics, Ocean Biology and Biochemistry, Airborne Science, and the Earth System Science Pathfinder Program.



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