Meetings Coordinator

The Henry M. Jackson Foundation for the Advancement of Military Medicine, Inc.; Bethesda (MD); On-site; USD 35,000 - 37,000; Full time

Job summary

The Henry M. Jackson Foundation for the Advancement of Military Medicine, Inc. (HJF) is seeking a Meetings Coordinator to organize and support meetings at the HJF Conference Facility for internal and external customers.

You will coordinate the online reservation system, maintain the master calendar, arrange catering and audio-visual support, and handle facility-related details and documentation. This role supports the Events department with cross-training opportunities and may include budget

Qualifications

• Experience in coordinating multiple meetings and events.
• Strong ability to manage timelines and deadlines.
• Excellent written and verbal communication skills.

Responsibilities

• Assist with the execution of all meetings in the HJF Conference Facility.
• Assist with the online reservation system and master meeting calendar.
• Assist with customer outreach, catering, audio-visual and on-site facility support.
• Assist with documentation for events (FAQs, checklists, budgets, timelines, agendas, attendee lists, briefing books, reporting).
• Cross-train within the Events Department and support public-private initiatives.
• May involve budget planning/forecasting and monitoring; attend required trainings.

Skills

Timeline management

Multitasking

Communication (written & oral)

Customer service

Education

Bachelor's degree in related field

Tools

Cvent

Job description

Join the HJF Team!

HJF is seeking a Meetings Coordinator to assist with coordinating meetings in the HJF Conference Facility, to include internal and external customers. Position will collaborate with other departments as necessary to bolster HJF's event management services and assist with online reservation system, master calendar, catering and audio-visual coordination, HJF Conference Facility related details and costs, and administrative meeting responsibilities as necessary.

This position will be in support of the Events department.

The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF) is a nonprofit organization dedicated to advancing military medicine. We serve military, medical, academic and government clients by administering, managing and supporting preeminent scientific programs that benefit members of the armed forces and civilians alike. Since its founding in 1983, HJF has served as a vital link between the military medical community and its federal and private partners. HJF's support and administrative capabilities allow military medical researchers and clinicians to maintain their scientific focus and accomplish their research goals.

• Assist with the execution of all meetings in the HJF Conference Facility.
• Assist with the online reservation system and master meeting calendar.
• Assist with customer outreach, catering, audio-visual and on-site facility support.
• Assist with the necessary documentation to facilitate successful events (e.g., FAQs, checklists, budgets, timelines, agendas, attendee lists, briefing books, reporting requirements, etc.).
• Assist with other public-private initiatives in furtherance of HJF's mission.
• Cross train with within the Events Department as appropriate.
• May include budgetary responsibility to include plan/forecast and monitor.
• May perform other duties and responsibilities as assigned or directed by the supervisor. This may include attendance of and participation in required training for role.

Education and Experience

• Bachelor's Degree in related field required.
• Minimum of 0-2 years experience required.

Required Knowledge, Skills and Abilities

• Success in executing timelines & meeting deadlines.
• Proven history with multi-tasking.
• Strong communication skills (written & oral).
• Excellent customer service skills.
• Cvent experience preferred.

Physical Capabilities

• Ability to stand or sit at a computer for prolonged periods.

Work Environment

• Depending on on-site meeting demands, the position is in office and may require early and late start and end times. If there are no meetings happening in the HJF Conference Facility, telework is permitted as long as in office requirement is met.

Compensation

• The hourly pay range for this position is $25.38-$26.67. Actual hourly pay will be determined based on experience, education, etc.

Benefits

• HJF offers a comprehensive suite of benefits focused on your health and well-being, from medical, dental, and vision coverage to health savings and retirement plans, and more.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, education and credentials, a criminal background check, and a department of motor vehicle (DMV) check if applicable. Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.