Event Planning, Senior Specialist | Society for Science

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Event Planning, Senior Specialist

Position Description

Society for Science & the Public seeks an experienced and innovative individual to serve in a newly created Senior Specialist for Event Planning role. This person will support more than 50 meetings per year planned and executed through the Events and Operations department. The largest events/meetings include the Intel International Science and Engineering Fair, an annual science fair competition with more than 8,000 attendees. This event is currently in the midst of a three-city, three-year rotation between Los Angeles, Pittsburgh, and Phoenix.

The Society also owns and administers the Regeneron Science Talent Search (STS) and Broadcom MASTERS programs. Regeneron STS just wrapped up its 75th-year anniversary and is the nation’s oldest and most prominent science competition for high school seniors. Broadcom MASTERS is the Society’s middle school competition. Both Regeneron STS and Broadcom MASTERS are held in Washington, D.C. The Society has several other annual meetings of 30 to 250 attendees in Washington, D.C. and around the country. The Events and Operations department also supports the organization’s Alumni events, site visits, board meetings, and internal events, such as office parties and happy hours.

The Senior Specialist for Event Planning reports to the Chief of Event Planning and Operations and will work closely with the Director of Operations and a team of seven.  

Responsibilities

  • Managing BEO's including tracking menus, costs, and budgets.
  • Planning event logistics and partnering with outside vendors.
  • Managing hotel rooming lists/deadlines and attrition prevention.
  • Sourcing hotel properties, including writing RFPs and managing this process.
  • Planning and executing all aspects of Alumni events in coordination with Alumni staff, including:
    1. Managing guests lists
    2. Venue selection
    3. RSVP tracking
    4. BEO's and registration management
  • Sourcing transportation and managing large-scale transportation plans.
  • Scouting, sourcing, and securing talent and keynotes.
  • Managing guest lists for large-scale banquets/dinners and awards ceremonies.
  • Coordinating efforts around the paid trade show associated with Intel ISEF and assisting in its growth.

Qualifications

  • A team player with a hands-on approach to the position and a high level of attention to detail.
  • Excellent oral and written skills and demonstrated ability to work with others as a team.
  • High level of organizational skills with the ability to multi-task and manage multiple projects simultaneously.
  • Handle high stress situations effectively.
  • Develop and meet project goals, timelines, and budget parameters.
  • Affinity for the mission of the Society for Science & the Public.

Required Education and Experience

  • Bachelor's degree from an accredited college or university in public relations, marketing, or related field or comparable work experience.
  • 4-7 years in event management, hotel operations, and/or community or public relations activities or any combination of experience and training that provides the required knowledge, skills, and abilities.
  • Experience in managing trade show logistics and sales.
  • Fluent in Raiser's Edge, Sales Force, or other CRM systems.
  • Knowledgeable in Event Management Platforms that interface with these systems.
  • Ability to use Word, Excel, and Asana functionally.

Other Requirements

  • Ability to travel extensively and attend all Society competitions is a must. Travel is required for at least six weeks of the year, and the travel is non-negotiable. 
  • Must be willing and prepared to work extended hours during peak seasons. 

To Apply

Please send cover letter with salary requirements and resume to career@societyforscience.org. No phone calls please. To learn more about Society for Science & the Public, please visit us at www.societyforscience.org.

About the Society for Science & the Public

Society for Science & the Public is a nonprofit 501(c)(3) membership organization dedicated to public engagement in scientific research and education. Its vision is to promote the understanding and appreciation of science and the vital role it plays in human advancement: to inform, educate, and inspire.

Society for Science & the Public has a staff of 75, with a growing communications function. Under new leadership from Maya Ajmera, the President and CEO, the organization is in a growth mode, adding staff at a rapid pace to support the growing programs. The Society relies heavily on its corporate partners and nationwide membership to raise more than $22 million annually to fund its programs. The organization’s professional staff provides editorial, management, and administrative support for publishing Science Newsas well as world class science competitions, from its national office in Washington, D.C. Since its founding, the Society has conveyed the excitement of science and research directly to the public through its award-winning publications and world-class science education competitions.

In 2008, Science Service became Society for Science & the Public in order to better reflect the mission of the organization to advocate for science in the public interest. In 2013, the Society began offering an all-in-one membership and subscription program that allows subscribers to access Science News in their preferred format and launched a new website that unifies its award-winning publications with its science education and competition programs.

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 on any legally recognized basis, including but not limited to: veteran status, race, color, religion, gender, marital status, sexual orientation, gender identify 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.

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