Events and Operations Associate

Founded in 1921, the Society for Science (Society), is a champion for science, dedicated to expanding scientific literacy, effective STEM education, and scientific research. Through its world-class competitions, including the Regeneron Science Talent Search, the Regeneron International Science and Engineering Fair, the Thermo Fisher Scientific Junior Innovators Challenge, and its award-winning magazines, Science News and Science News Explores, the Society, a nonprofit 501(c)(3) membership organization, is focused on promoting the understanding and appreciation of science and the vital role it plays in human advancement: to inform, education, and inspire.

Position Overview

The Society is looking for an Events and Operations Associate to support the Events and Operations (E&O) team. We value strong analytical and interpersonal skills, and the ability to contribute to a fast-paced environment as an individual and as part of a team.

To perform the job successfully, this candidate must be able to juggle competing priorities in a fast-paced environment, have excellent customer service skills and be able to interface well with internal and external partners, be well-organized and task driven, and have experience in meeting and event planning and/or logistics.

This position will report to the Chief of Event Planning and Operations.

This is a non-exempt position.

Job Responsibilities

Provide administrative and logistical support to the E&O department to perform their duties associated with the suite of science education programs in addition to another 50 meetings and events executed by the department annually.

  • Placing catering orders including proofing BEO’s
  • Setting up direct billing with hotels and vendors
  • Planning and executing social events including tours, private dining, dance parties, and other outings for students and teachers
  • Building and placing branding elements and signage
  • Organizing and accounting for materials on site
  • Inventorying materials upon return to warehouse
  • Setting up meeting rooms and/or ensuring that spaces are set according to maps and plans
  • Provide data support such as maintenance of program and production schedules
  • Create and manage rooming lists
  • Serve as the liaison for housing registration and sub-block coordination with the Society’s housing and sourcing vendor
  • Reconcile hotel and other large billings as well as mitigate billing discrepancies.
  • Support small meetings on site helping to set up and strike and supporting team members as needed
  • Support monthly town halls including emcee duties
  • Provide customer service to internal and external stakeholders
  • Coordinate hotel stays for guests of the Society throughout the year
  • Provide administrative support to the Chief of Event Planning and Operations
  • Support mailings, materials, and asset management and cover the switchboard when needed
  • Attend all education programs in person. Travel and onsite support is mandatory for this position including 2 dedicated weeks in March, 2 weeks in May and 2 weeks in October plus at least 6 additional weekends throughout the year

Qualifications

  • Motivated self-starter and willingness to learn
  • Must be able to manage and perform against deadlines
  • Exceptional communications skills, both written and verbal
  • Ability to develop rapport with colleagues and external clients.
  • Must have excellent technical skills
  • Demonstrated time management skills
  • Technologically savvy
  • Ability to problem-solve and follow directions
  • Must have a valid driver’s license and ability to drive large vehicles
  • Must be able to lift 30 pounds
  • Affinity for the Society’s mission

Supervisory Responsibility

None

Work Environment

While performing the duties of this job, the employee usually works in an office setting. Our offices are currently located near the Dupont Circle and Farragut North Metro stations.

Position Type and Expected Hours

This is a full-time, non-exempt in-person position—5 days per week. This is a full-time, non-exempt in-person position—5 days per week. Normal business hours are Monday through Friday, 8:30 AM – 5:00 PM Eastern, with core hours of 10:00 AM – 3:00 PM Eastern.

Required Education and Experience

  • Undergraduate degree required
  • Computer proficiency including Microsoft Office (Outlook, Teams, Word, Excel, PowerPoint)  and Adobe products
  • General accounting skills are helpful
  • Event/project management education/experience is preferred

Salary

The salary range is $50,700-$57,000

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to use hands and fingers to operate a computer and other office equipment.

Additional Information

Society for Science has mandated the COVID-19 vaccine for employees coming into the office and attending Society events. Exceptions to the vaccine requirement may be provided to individuals for religious beliefs or medical reasons.

How to Apply

Submit a professional resume and cover letter to be considered for this position.

Please apply through Applicant Pro: https://www.applicantpro.com/openings/societyforscience/jobs/3937288-560497

EEO Statement

The Society is an Equal Employment Opportunity Employer

Society for Science & the Public is committed to equal employment opportunity. In order to provide equal employment and advancement opportunities to all individuals, the Society does not discriminate against employees or applicants for employment onany legally recognized basis, including but not limited to: veteran status, race, color, religion, gender, marital status, sexual orientation, gender identity or expression, ancestry, national origin, disability, personal appearance, family responsibilities, matriculation, political affiliation, age and/or any other categories protected by the laws of the United States or the District of Columbia.

Other Duties

Please note this job description is not designed to cover every duty, responsibility and activity that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.