Director of Events & Operations
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.
The Director of Events supports the planning and execution of all the Society’s programs, conferences and events that number nearly 50 annually. This position coordinates the workflow and communication throughout the team, as well as across departments. The Director of Events will also support the chief with contingency planning and logistics implementation of the education programs. The Director of Events Operations is integral to the 7 person Events and Operations Team and is expected to support the team as needed.
This is an exempt position reporting to the Chief of Event Planning and Operations.
- Serve as the overall project manager for the department creating workflows and ensuring that Teams is up to date for all programs associated with the Society’s three major Science Education Programs, International Science and Engineering Fair, Science Talent Search, and Junior Innovators Challenge
- Liaise with the Science Education Department to plan and coordinate three, annual, 3-day long teachers conferences ranging from 60-220 attendees
- Create and manage rooming lists
- Write BEO’s
- Enforce safety protocols
- Order all signage and banners,
- Manage travel, transportation,
- Produce room layouts, and secure rentals
- Create workflows and staffing schedules for each event
- Assess materials and supply needs
- Secure and inventory materials after the fact
- Oversee load in and load out of materials
- Support each event in person and liaise with hotels and vendors to ensure a seamless event
- Manage overall spend and budget
- Reconcile billing/solve disputes
- Oversee catering for all programs including management of outside vendor to manage on site
- Manage printed materials/program book assets for all programs.
- Manage and create guest lists, RSVP’s and seating charts for two awards galas annually ranging from 120 to 700 attendees
- Work with internal communications team on messaging and calendaring sends and follow up missives
- Coordinate with outside communications firm on content and design for all communications and guest list management
- Manage registration counters and staff for events
- Liase with corporate partners and various departments, including the CEO, within the organization to ensure their guest lists are current and represented
- Manage housing and room blocks for ISEF/Maritz partnership
- Assist with building and maintaining budgets for all programs/events
- Write and gather monthly reports for the Society’s board, sponsors and staff
- Coordinate keynote speakers / Manage speaker and emcee lists
- Manage monthly birthday parties, town halls, and other staff gatherings including holiday and summer events inclusive of providing an in personal and virtual experience
- Manage speaker events and sessions including drafting invitation letters, managing honorarium, releases and permissions, budgets, travel, and be on site wrangler and POC
- Coordinate and staff 8-10 receptions annually for judges, sponsors and alumni, including guest lists, staffing, catering, security and registration in conjunction with the society’s larger core programs
- Work with Chief of Event Planning and Operations to coordinate across departments
- Excellent written, analytical, problem-solving, and verbal communication skills
- Ability to set priorities, meet deadlines, and work independently
- Ability to manage several projects concurrently
- Ability to work in a fast-paced environment and handle multiple and often competing priorities
- Ability to work in a team environment
- Motivated, self-directed, results-oriented, and customer-focused detail-oriented and possess a desire for quality
- Experience in working on distributed or remote teams
Required qualifications for all Society positions
- Affinity for the mission of the Society for Science
- Exceptional communications skills, both written and verbal
- Ability to develop rapport with colleagues and external clients
While performing the duties of this job, the employee usually works in an office setting. Our office is located near the Dupont Circle and Farragut North Metro stations. Due to the pandemic, the Society is operating on a hybrid work model until August 31, 2023.
This is a full-time, exempt position. Days and hours of work are Monday through Friday during normal office hours of the Society. Travel is required over the first two weeks in May annually. Most programs take place over weekends; required on site 9 weekends per year.
Required Education and Experience
- Bachelor’s degree from an accredited college or university
- 4 to 7 years in event management, hotel operations and/or community or public relations activities or any equivalent combination of experience and training.
- Ability to use Word, Excel, Microsoft Teams, Airtable, Zkipster and Asana functionally.
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/2843508-560473
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.
The Society is an Equal Employment Opportunity Employer
Society for Science 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 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.