Virtual Meeting Specialist, Wildland Fire Science Program

BETA Systems International; United States; Remote; USD 83,000 - 110,000; Part time

Benefits offered by this job

Remote-friendly environment

Travel reimbursements

Job summary

BETA Systems International is seeking a documentation and technology lead to support the JFSP Governing Board and Executive Committee. You will manage virtual platforms during meetings, capture discussions and decisions, and turn them into clear, edited notes on tight timelines.

You will maintain the running record of decisions and action items, ensuring the Board can pick up where the last meeting left off, and you will help assemble briefing packets for participants and staff.

Qualifications

• 3+ years of experience taking, editing, and distributing notes or minutes for large or high-level meetings.
• Understanding of wildland fire and research terminology, or a strong natural resources or science background that lets you follow technical discussions.
• Hands-on experience hosting interactive virtual meetings in Teams and Zoom, including polling and voting features.
• Ability to listen, capture, and run technology at the same time without losing accuracy.
• Excellent writing, editing, and organizational skills, with strong attention to detail.
• Ability to meet firm turnaround deadlines.
• Ability to travel to in-person meetings 2–3 times per year.

Responsibilities

• Host and manage Microsoft Teams and Zoom sessions, including breakout rooms, polling and voting, screen sharing, and support for remote attendees.
• Set up and run Mural or similar tools to display and capture participant input in real time.
• Take comprehensive notes during meetings and calls, capturing major discussion points, decisions, and action items.
• Deliver draft notes to the Program Office within 3 business days, work with program staff on edits, and distribute final notes to participants.
• Keep a live decision and action log that participants can review during the meeting.
• Assemble and distribute briefing packets and meeting materials.
• Maintain long-term tracking of topics and agenda items across Governing Board and Executive Committee sessions.
• Support in-person meetings on site, including hybrid technology setup and testing.

Skills

Note taking

Editing notes

Meeting coordination

Strong writing

Education

Degree in natural resources or related field

Tools

Microsoft Teams

Zoom

Mural

Miro

Slido

Mentimeter

Job description

Location: Remote (U.S.), with periodic travel to in-person meetings
Employment type: Part-time 1099 consultant
Estimated annual hours: About 250–410 hours per year (roughly 21–34 hours per month on average, with heavier weeks around Board meetings)
Travel: Up to 3 trips per year, typically 2–3 days each; travel expenses reimbursed per federal travel regulations
Applicants must have understanding of wildland fire and research terminology, or a strong natural resources or science background that lets you follow technical discussions.

About Us

BSI is preparing a proposal to support the Joint Fire Science Program (JFSP), an interagency research and science delivery program governed by a board with representatives from the U.S. Wildland Fire Service, the U.S. Department of the Interior, and the USDA Forest Service.

About the Program

The JFSP Governing Board sets research priorities, funds peer-reviewed wildland fire science, and charts the program’s strategic direction. Our two-person team will support its Governing Board meetings, monthly Board calls, Executive Committee meetings and calls, and occasional Fire Science Exchange Network sessions. JFSP places a high value on continuity, so the people we hire will be the people the Board works with at every meeting.

The Role

You will be the documentation and technology lead for the JFSP Governing Board and Executive Committee. You will run the virtual platforms during meetings, capture discussions and decisions accurately, and turn them into clear, well-edited notes on a tight timeline. You will also keep the program’s running record of decisions and action items, so the Board can pick up each meeting where the last one left off.

What You’ll Do

• Host and manage Microsoft Teams and Zoom sessions, including breakout rooms, polling and voting, screen sharing, and support for remote attendees.
• Set up and run Mural or similar tools to display and capture participant input in real time.
• Take comprehensive notes during meetings and calls, capturing major discussion points, decisions, and action items.
• Deliver draft notes to the Program Office within 3 business days, work with program staff on edits, and distribute final notes to participants.
• Keep a live decision and action log that participants can review during the meeting.
• Assemble and distribute briefing packets and meeting materials.
• Maintain long-term tracking of topics and agenda items across Governing Board and Executive Committee sessions.
• Support in-person meetings on site, including hybrid technology setup and testing.

What You Bring (Required)

• 3+ years of experience taking, editing, and distributing notes or minutes for large or high-level meetings.
• Understanding of wildland fire and research terminology, or a strong natural resources or science background that lets you follow technical discussions.
• Hands-on experience hosting interactive virtual meetings in Teams and Zoom, including polling and voting features.
• Ability to listen, capture, and run technology at the same time without losing accuracy.
• Excellent writing, editing, and organizational skills, with strong attention to detail.
• Ability to meet firm turnaround deadlines.
• Ability to travel to in-person meetings 2–3 times per year.

Nice to Have

• Experience supporting federal advisory committees, governing boards, or interagency working groups.
• Familiarity with wildland fire or land management programs (JFSP, USFS, DOI bureaus, NWCG).
• Experience with Mural, Miro, Slido, Mentimeter, or similar engagement tools.
• Degree in natural resources, environmental science, communications, or a related field.

Important Note

This position is contingent upon contract award.

Equal Opportunity

BSI is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law. Reasonable accommodations are available upon request.