Meeting Planner

Society for Conservation Biology; Washington (District of Columbia); Remote; USD 55,000 - 75,000; Full time

Job summary

A leading organization is seeking a Meeting Planner to manage logistics for workshops and events. This role involves collaboration with various teams, overseeing vendor relations, and ensuring successful event execution. The position is remote with occasional in-office work and requires strong organizational and communication skills.

Qualifications

• 3-5 years of relevant experience.
• Excellent communication skills.
• Self-motivated with strong organizational skills.

Responsibilities

• Manage all aspects of pre-meeting logistics and onsite event management.
• Coordinate with Marketing for graphics and communications.
• Support site selection and vendor management.

Skills

Analytical/Problem Solving

Customer/Member Focus

Project Management

Innovation

Teamwork

Education

Bachelor's degree

Job description

Job Description

Introduction

NACUBO is committed to diversity because it enriches and strengthens how we advance our mission, just as it does for institutions of higher education. We are fully focused on equality and believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, national origin, and all other characteristics that make us different. Our goal is to be the place where a diverse mix of talented people want to come, stay, and do their best work.

Creativity and cross-team collaboration drive NACUBO's achievements and contribute to individual success. All staff members are encouraged to think creatively about how they and NACUBO can address mission, member needs, and challenges that will inevitably arise. They are also encouraged to develop and nurture strong partnerships throughout the organization. These partnerships help individuals, teams, and the organization accomplish its goals and strategies.

Imagination, innovation, and curiosity are welcome, and all require some risk-taking. NACUBO encourages staff to engage in bold thinking, propose new ideas, and openly debate the risks—upside and downside—associated with new initiatives.

Each staff member is responsible for creating and maintaining esprit de corps across the organization. To achieve this, staff will need strong communication and strategic thinking skills, which NACUBO is committed to nurturing.

Position Summary

Reporting to the Senior Director, Meetings and Events, the Meeting Planner collaborates with the Leadership Development team and other staff to plan and execute NACUBO programs and workshops.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Essential Functions

Workshops:

• Manage all aspects of pre-meeting logistics, including agenda development, food and beverage, audiovisual requirements, contract negotiations, auxiliary activities, room setup, hotel and planning timelines, and space assignments. Evaluate and oversee outside vendors to meet event goals.
• Manage onsite logistics, anticipate challenges, implement solutions, and troubleshoot issues during events.
• Serve as liaison with hotels regarding logistics before and after meetings.
• Monitor and maintain attendance reports, food and beverage histories, housing data, and attendance trends.
• Support site selection and vendor management in collaboration with the Senior Director.
• Work with program teams to develop and manage program content.
• Use software platforms to build/update event websites and apps, manage communications, track registrations, and generate reports.
• Coordinate with Marketing for graphics, signage, and email content.
• Assist with registration processes and manage sign inventory.
• Collaborate with Business Development on exhibit registration, sales, sponsorship, and onsite matters.
• Provide backup support for onsite event management as needed.

Other Duties:

• Assist in planning meetings for affiliate groups, including hotel selection, contracts, catering, and room setup.
• Support administrative tasks and correspondence.
• Perform other duties as assigned.

Competencies

• Analytical/Problem Solving
• Customer/Member Focus
• Financial Acumen
• Project Management
• Technical/Professional Knowledge
• Innovation
• Teamwork
• Outcome Focus

Qualifications

• Bachelor's degree required
• Three to five years of relevant experience
• Excellent communication skills
• Self-motivated with strong organizational skills

Work Environment

This position is remote with occasional in-office work. Standard equipment such as a laptop, phone, and printer/copier will be used. Temperatures may fluctuate in the remote and office environments.

Physical Demands

• Sedentary work; occasional lifting up to 10 pounds
• Regular talking, hearing, standing, walking, typing, handling, reaching, and visual acuity requirements

Position Type/Hours

Full-time, Monday through Friday, 8:45 a.m. to 4:45 p.m., with occasional evening and weekend work.

Travel

Primarily local during the workday, with some out-of-area and overnight travel expected (25%-35%).

EEO Statement

We are an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, disability, veteran status, or other protected characteristics.

Please note this description does not cover all duties and responsibilities, which may change at any time.