Meetings Assistant - Transportation Research Board

The National Academies of Sciences, Engineering, and Medicine value diversity in our members, volunteers, and staff and strive for a culture of inclusion in our workplace and activities. Convening a diverse community to exchange ideas and perspectives enhances the quality of our work and increases our relevance as advisers to the nation about the most complex issues facing the nation and the world.

Keck Center

National Academy of Sciences Engineering Medicine

The National Academies of Sciences, Engineering, and Medicine provide independent, objective advice to inform policy with evidence, spark progress and innovation, and confront challenging issues for the benefit of society. We marshal knowledge and expertise across disciplines to study complex and sometimes contentious issues, reach consensus based on the evidence, and identify the best path forward.

keywords: position summary,position details,support,schedule,management,quality assurance,require,develop,reporting,education,leadership,communication,experience,knowledge, skills, and abilities

Full time

Overview: REQ: R0001289<br /><br />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.<br /><br />Job Summary:<br /><br />Provides support for the Meetings Department, which manages logistics for one large Annual Meeting and approximately 20 smaller events each year. Creates and updates meeting websites, using Internet-based software such as Cvent and Centralpoint. Sends mass emails to attendees and prospects. Replies to attendee questions. Processes refund requests, and records payments. Uses Adobe Illustrator to develop signs and other graphics. Creates reports, using Microsoft Access, Excel, and Word. Generates badges, tent cards, signs, and other meeting collateral. Packs and ships materials to meeting venues. Serves as an onsite meeting room monitor during the six-day Annual Meeting. Performs other tasks as assigned by the Meetings Director.
Responsibilities: <ul> <li>Provides support for the Meetings Department, which manages logistics for one large Annual Meeting and approximately 20 smaller conferences and committee meetings each year.&nbsp;&nbsp;Will be assigned to support approximately 2/3 of these events. (The other 1/3 will be supported by a half-time meetings assistant.)&nbsp; Also will manage specific pages on the Annual Meeting website.</li> <li>Creates websites for assigned conferences, using Internet-based software, such as Cvent and CentralPoint. Works directly with the assigned internal meeting planner for each conference to ensure that all essential information and options are included in the website. &nbsp;Updates websites as needed.</li> <li>Sends mass emails to attendees and prospects according to a pre-determined schedule for each conference. Works with the internal conference organizer for each conference to obtain prospect lists and promotional copy. Edits and formats emails, and sends them out via Cvent.&nbsp;</li> <li>Generates badges, tent cards, directional signs, and other meeting collateral for each conference.</li> <li>Packs and ships materials to meeting venues.&nbsp;</li> <li>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. Notifies venue staff of any discrepancies regarding setup or AV equipment. Notifies Meetings Director of any other problems. May require some interaction with the volunteer moderators in the event rooms.</li> <li>Uses Adobe Illustrator to develop signs and graphics for the Annual Meeting.</li> <li>Responds to emails that attendees send to the general Meetings Department mailbox.</li> <li>Provides attendee reports and revenue/sales reports to staff as needed.</li> </ul> <p dir="DEFAULT">&nbsp;</p> <p dir="LTR"><strong>NONESSENTIAL JOB DUTIES</strong></p> <ul> <li> <p dir="LTR">Related duties and special projects as assigned.</p> </li> </ul> <div id="gtx-trans" style="position: absolute; left: -10px; top: -20px;">&nbsp;</div>
Requirements: <p dir="LTR"><strong>Required Knowledge, Skills, and Abilities: </strong>The incumbent must demonstrate proficiency in Microsoft Outlook, Word, Excel, Access, and in creating and maintaining Internet websites (including basic HTML knowledge) and <span class="WLM2">databases.&nbsp;&nbsp;Also</span> requires excellent verbal, written communication skills, information management skills, strong proofreading and attention to details, and the ability to manage multiple priorities, meet critical deadlines within limited time frames, and to work at a computer for extended period of time. Limited travel. Some college, and experience with CVENT registration software, Adobe Illustrator, and SmartSheets is desirable but not required. Exceptional computerization skills required to keep up with the pace of work.</p> <p dir="LTR"><strong>Minimum Education/Training Requirements:</strong>&nbsp;&nbsp;High school diploma, GED, or equivalent knowledge.</p> <p dir="LTR"><strong>Minimum Experience:</strong>&nbsp;&nbsp;Two years of related experience.</p> <p dir="LTR"><strong>Preferred Education and Experience:</strong> Some college, and experience with CVENT registration software, Adobe Illustrator, and SmartSheets is desirable</p> <p dir="LTR"><strong>Physical Capabilities:</strong>&nbsp;&nbsp;Ability to work at a computer for extended periods of time.</p> <p dir="LTR"><strong>Required Licenses, Certification or Registration:&nbsp;</strong>&nbsp;None.</p> <p dir="LTR"><strong>Supervisory <span class="WLM2">Responsibilities/Controls:&nbsp;</span></strong>&nbsp;Reports to <span class="WLM2">manager/officer.&nbsp;&nbsp;Supervisor</span> is present to assign work and assist in problem resolution.</p> <p dir="LTR"><strong>Work Environment:</strong>&nbsp;&nbsp;Office environment, with occasional travel between National Academies' facilities and to off-site meeting/sponsor locations.</p>