*COVER LETTER REQUIRED

ESSENTIAL JOB DUTIES:

• Oversees planning and execution for use of meetings and event spaces by both internal and external parties. Plans and directs the logistics for various staff special events, including staff celebrations and ceremonies. Provides full scope of meetings/events management services, which may include facility logistics, monitoring contract and budget requirements, monitoring food and beverage services, and arranging for transportation services. Collaborates with other operational units to facilitate support requirements for events and meetings. Oversees personnel and technical needs and requirements. Provides overall expertise regarding meeting/event planning.

• Manages vendor relationships and ensures contractual obligations are met. Procures vendor solutions for requirements that cannot be met with in-house equipment or staffing, including but not limited to bus/transportation operators and general service contractors. Prepares and communicates cost estimates. Prepares agreements for facility use, and reviews agreements and ensures compliance. Resolves vendor issues.

• Oversees and maintains meeting/conference databases. Creates, updates, and maintains information on the audio/visual, facility, food and beverage, and other support requirements for scheduled meetings and other events, and provides information to staff and external groups.

• Monitors meetings requirements, including schedules and meeting needs. Confirms requirements and identifies and resolves inconsistencies.

• Oversees on-site management of meetings and events. Reviews room setups, coordinates audio-visual requirements, and collaborates with the conference management team. Attends meetings/events to resolve problems in person.

• Provides leadership and mentors employees. Trains and develops employees to successfully perform current responsibilities and encourages development of staff for future roles. Forms effective teams and cultivates a work environment that fosters teamwork. Interprets and ensures consistent application of organizational policies. Initiates personnel actions, including performance and compensation reviews and disciplinary actions.

• Compiles information related to meetings/space utilization and satisfaction with services. Prepared presentations and reports to leadership.

• Prepares and distributes invoices to external groups for payment. Sends billing information to Financial Manager for reconciliation and performs follow-up financial review.

• Oversees the dissemination of meeting/conference materials. Conducts training for staff on meeting logistics and use of Meetings Database.

• Serves as liaison between the National Academies and internal and external customers.

• Reviews and recommends new products, technologies, and processes to improve meeting and event management services. Implements changes and improvements.

• Maintains an appropriate standard of confidentiality. When handling secure, privileged, sensitive, or confidential information and matters, maintains strict confidence and exercises care to prevent disclosure to others.Accesses confidential information for work-related reasons only, following the policies and procedures of the organization. Ensures that any privileged, sensitive, or confidential information is securely stored, disposed of, and transmitted according to the Institutional guidance. Ensures procedures are in place to maintain and protect confidentiality and to prevent disclosure. Trains and updates staff/team members on these issues periodically.

NONESSENTIAL JOB DUTIES

Related duties and special projects as assigned.

JOB SPECIFICATIONS

Required Knowledge, Skills, and Abilities: Excellent skills in project management and customer service. Ability to solve problems of substantial variety and complexity using originality and ingenuity. Ability to lead and direct the work of others. Ability to serve as a resource to others in solving problems. Ability to operate using substantial latitude for independent judgment and action. Ability to train staff. Ability to manage and maintain privileged, sensitive, and confidential information and matters appropriately. Ability to work successfully in a team environment and to form and maintain effective teams. Experience working in complex environments with a high degree of organizational effectiveness. Ability to develop relationships with co-workers and employees in other National Academies' departments through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of employees, members, and vendors.

Minimum Education/Training Requirements: Bachelor's Degree in Business Administration or related field, or equivalent knowledge.

Minimum Experience: Eight years of related professional experience, four of which were in a supervisory capacity.

Physical Capabilities: Ability to work at a computer for extended periods of time.

Required Licenses, Certification or Registration: None.

Supervisory Responsibilities/Controls: Reports to Director. Independently establishes goals and objectives. Supervises staff.

Work Environment: Office environment, with occasional travel between National Academies' facilities and to off-site meeting/sponsor locations. May need to work long hours, late-night, and on weekends in order to complete projects and resolve problems.

Compensation Range: The National Academies of Sciences, Engineering, and Medicine support equity, fairness, and transparency in our compensation programs. An estimated compensation range for this position is $97,240 - $151,935. 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.

The National Academies' Statement on Diversity and Inclusion:

We, the National Academies of Sciences, Engineering, and Medicine (the National Academies), value diversity among our staff, members, volunteers, partners, vendors, and audiences. We recognize that talent is broadly distributed in society and that many perspectives enhance the quality of our work and drive innovation and impact.

We pledge to cultivate a workplace culture and climate that promotes inclusion, belonging, accessibility, and anti-racism; upholds equity; and values the participation of all who are engaged in advancing our mission. By embracing the values of diversity, equity, and inclusion in our programs, institutional policies and practices, and products, we will be able to better advise the nation on the most complex issues facing society and the world.

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 is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, 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.

Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.
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: