Meeting Services Assistant Jobs

About the Society for Neuroscience

Founded in 1969, the Society for Neuroscience (SfN) now has more than 36,000 members in more than 95 countries. Year-round programming includes the publishing of two highly regarded scientific journals, JNeurosci and eNeuro; professional development resources and career training through Neuronline¸ the Society’s home for learning and discussion; science advocacy and public policy engagement including annual Capitol Hill Day; and a variety of engaging public outreach efforts, led by the expanding and interactive collection of public-facing resources on BrainFacts.org. SfN’s annual meeting regularly attracts more than 30,000 attendees, representing 80 countries; 536 exhibiting companies; and close to 300 journalists.

SfN exists to:

1. Advance scientific exchange;
2. Support the neuroscience community;
3. Educate and engage the public; and
4. Advocate for the field.

SUMMARY

The Meeting Services Assistant supports the planning and implementation of all Society meetings, and is a vital contributor to the success of SfN's largest and most visible event, the Annual Meeting.

This position is classified as Remote - DMV: Candidates for this position must be based in the DC/Maryland/ Virginia area for responsibilities (meetings, logistics, planning) related to this position, although it is not required for them to regularly work in the office. Employees can work remotely in the DMV area as part of a 35-hour workweek with core hours from 10am-3pm Eastern time, and a reliable high-speed internet connection is essential.

ESSENTIAL JOB FUNCTIONS include the following. Other duties may be assigned.

• Orders and coordinates office equipment and delivery for the annual meeting.
• Assists in collecting and organizing the function forms for the annual meeting.
• Prepares and proofs the annual meeting show card and poster end cap sign orders.
• Coordinates the Art of Neuroscience program.
• Provides customer service to attendees in the annual meeting headquarters/logistics office.
• Updates and proofs annual meeting information for print and web publications.
• Orders and coordinates the pronoun sticker area for the annual meeting.
• Cross-trains with department co-workers and assists in other areas when needed.
• Coordinates entering department ORs and assists with invoices and payments.
• Assists in preparing and distributing of meeting resumes for the annual meeting.
• Coordinates the proofing process for all division marketing emails.
• Assists with annual meeting housing (forms, confirmations, tracking changes, etc.)
• Prepares the telephone orders for annual meeting.
• Coordinates ground transportation for SfN president during the annual meeting.

SUPERVISORY RESPONSIBILITIES:

None

MINIMUM REQUIREMENTS AND QUALIFICATIONS

Education and Experience:

• Bachelor’s degree
• 2 years administrative experience in association/meeting planning field preferred

Qualifications:

• Ability to handle multiple projects in a timely manner.
• Strong written and verbal communication skills with an attention to detail
• Ability to interact effectively with members, staff, meeting attendees and meeting industry personnel.

Language Ability:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Math Ability:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ration, and percent and to draw and interpret bar graphs.

Reasoning Ability:

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Computer Skills:

To perform this job successfully, the incumbent should be proficient in MSOffice, particularly MS Word and Excel.

Work Environment:

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing duties of the job, employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk and hear. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

During the Annual Meeting itself, employee will do extensive walking, sitting, and lifting and carrying items up to 20 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits

• Wellness and technology stipend
• Flexible spending accounts
• Retirement plans with employer contributions up to 8%
• Life and disability insurance
• 40-52 days of annual paid time off based on tenure, including holidays, vacation, and sick leave
• Employee assistance plans
• Flexible Fridays
• Comprehensive health plan through United Healthcare with a fully funded HRA up to $1,500, plus dental and vision coverage through MetLife
• Remote and hybrid work flexibility
• 20 days of paid parental leave for new parents
• Education assistance
• ASAE memberships

How to apply

Interested applicants may submit their cover letter and resume online via our Careers Page. Incomplete applications will not be considered. No phone calls/emails, please.

Equal Employment Opportunity (EEO) Statement

Society for Neuroscience provides equal employment opportunities (EEO) to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.