Senior Meetings Assistant - Transportation Research Board

Job Description Summary:

** RESUME AND COVER LETTER REQUIRED **

The Transportation Research Board (TRB) is one of seven major programs of the National Academies of Sciences, Engineering, and Medicine, which is a private non-profit organization. The mission of TRB is to provide leadership in transportation improvements and innovation through trusted, timely, impartial, and evidence-based information exchange, research, and advice regarding all modes of transportation. The Technical Activities Division of TRB supports standing committees and task forces, and organizes the TRB Annual Meeting and other conferences and workshops.

Job Summary:

Manages registration for about 3-8 conferences and committee meetings per year. Creates and updates event websites for the TRB Annual Meeting and conferences, using CMS and Internet-based software such as Twill and Cvent. Writes and sends mass emails to attendees and prospects. Replies to attendee questions and concerns. Processes refund requests, and records payments. Uses Adobe Illustrator to develop signs and other graphics. Creates reports. Generates badges, tent cards, signs, and other meeting collateral. Manages SmartSheet and Asana databases. Packs and ships materials to meeting venues. Serves as an onsite meeting room monitor during the six-day Annual Meeting in Washington DC, each January. Performs other tasks as assigned by the Meetings Director.

Job Description:

ESSENTIAL JOB DUTIES:
•    Manages registration for about 3-8 conferences and meetings per year. These events range from 60 to 500 attendees each.   
•    Creates and updates registration websites for conferences, using Internet-based software, such as Cvent. Works directly with the assigned Senior Program Officer (SPO) and Operations Coordinator (OC) for each conference, to ensure that all essential information and options are included in the website.  Monitors websites, and make updates as needed. 
•    Participates in interdepartmental pre-conference planning meetings for assigned conferences, to provide advice on registration options, timelines, and conference policies.
•    Manages multiple SmartSheet and Asana databases. Configures the system to send automated notifications as needed. 
•    Corresponds directly with patrons, to ensure that they provide all needed information and receive all appropriate patron benefits. 
•    Creates and updates the TRB Annual Meeting website using CMS (currently Twill). Makes updates throughout the year. 
•    Writes mass emails to attendees and prospects and sends them via Cvent.  
•    Designs and sets up online surveys and questionnaires, using internet-based software, such as MailChimp or Survey Monkey. 
•    Generates badges, tent cards, signs, and other meeting collateral for events. 
•    Packs and ships materials to meeting venues. 
•    Serves as a meeting room monitor during the 6-day Annual Meeting, which is held each January in Washington, DC. Ensures that all events in an assigned section of the meeting venue are set up correctly and running properly. Directs venue staff to address any discrepancies in setup, catering, or AV equipment. Notifies Meetings Director of any potential problems. Has direct interaction with the volunteer moderators in the event rooms.
•    Uses Adobe Illustrator to develop signs and graphics for the Annual Meeting. 
•    Responds to emails that attendees send to the general Meetings Department mailbox. Answers questions, and addresses customer issues.
•    Develops attendee and revenue/sales reports. 
•    Updates registration records to reflect any payments made by check or wire transfer. (Most payments are made electronically via credit card and don’t require any manual updates.) 

NONESSENTIAL JOB DUTIES:
•    Related duties and special projects as assigned.

JOB SPECIFICATIONS:

Required Knowledge, Skills, and Abilities: The incumbent must demonstrate proficiency in Microsoft Outlook, Word, Excel, SharePoint, Asana and have an aptitude for learning new computer software.  Also requires excellent verbal, written communication skills, information management skills, strong proofreading and attention to details.  Must have the ability to manage multiple priorities, meet critical deadlines within limited time frames. Limited travel required. 

Minimum Education/Training Requirements: High school diploma, GED, or equivalent knowledge.

Minimum Experience: Six years of administrative or clerical experience.
Preferred Education and Experience: Experience with CVENT registration software or another CMS system to create websites, Adobe Illustrator, Smartsheets and Asana is desirable.
Physical Capabilities:  Ability to work at a computer for extended periods of time. Must be able to lift 30 lbs.
Required Licenses, Certification or Registration:  None.
 

OTHER DETAILS:

Supervisory Responsibilities/Controls:  Reports to manager/officer.  Supervisor is present to assign work and assist in problem resolution.
 

Mental and Physical Capabilities

Ability to be visible on camera for meetings when remote.

Ability to use a computer and applicable hardware/software to perform responsibilities. 

Ability to use multiple technology collaboration platforms, including collaboration tools.  Examples: Microsoft Teams, Asana.

Ability to Focus/concentrate on tasks and multi-task, when needed

Begin work at the required time, per approved schedule.

Ability to lift/carry laptop and other mobile devices between work and home.

Ability to commute to work.

Ability to travel between National Academies’ facilities and offsite sponsor/partner locations.

Ability to work in different time zones, when travel is outside of current location, e.g., when traveling internationally.

Ability to perform work responsibilities onsite, where required.

Ability to interact in-person with multiple people and large groups.

Ability to work in a fast-paced environment and meet deadlines.

Ability to use a computer and applicable hardware/software to perform responsibilities.

Work Environment: Hybrid Office/Telecommute environment, expected onsite percentage 60%, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.

Compensation & Benefits: An estimated compensation range for this position is $30.11 - $37.63 per hour, plus potential overtime. Compensation offered to the selected candidate will be based on the candidate’s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range.  This is a benefits-eligible position.  Our Benefits Plan offers competitive and comprehensive benefit options, including medical, dental and vision insurance, life insurance, disability coverage, retirement and savings benefits, leave benefits such as paid holidays and paid personal leave, transportation subsidies, and education assistance.  For more information, please click here.

Equal Opportunity Employer:

It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.

Disclaimer:
The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.

Job Family:

ADMN

Employee Type:

Employee

Scheduled Weekly Hours:

37.5

City/State:

Washington, District of Columbia