Meeting Services Associate I

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.

Position Summary

This position will work closely with the Registration Manager, as well as other members of the Meeting Services Division, SfN staff and contracted vendors to coordinate the planning and implementation of various functions of the annual meeting and onsite/offsite meetings. Other duties may be assigned.

Essential Job Functions

• Updates and proofs annual meeting information for print and web publications.
• Responds to emails received in the general Meetings email address.
• Coordinates all department ORs and assists with invoice reconciliation and payments.
• Assists the Director of Meeting Operations with hotel contract distribution.
• Plans and coordinates small off-site meetings including the RFP process and the coordination of catering and logistical arrangements.
• Collects and organizes the function forms for the annual meeting.
• Assists with annual meeting housing (proofing websites, managing customer service issues, shuttle rebates, tracking changes, etc.)
• Prepares and updates annual meeting staff kits to include updating documents, assembling packets, etc.
• Facilitates the Mexican Student program for the Annual Meeting.
• Orders and coordinates office equipment and delivery for the annual meeting.
• Prepares the telephone orders for annual meeting.
• Coordinates ground transportation for SfN president during the annual meeting.
• Prepares and proofs the annual meeting show card and poster end cap sign orders.
• Coordinates and oversees the pronoun sticker area for the annual meeting.
• Coordinates the Art of Neuroscience program.
• Prepares and distributes meeting resumes for the annual meeting.
• Provides customer service to attendees in the annual meeting headquarters/logistics office.
• Assists with development of budget and department goals.
• Cross-trains with department co-workers and assists in other areas when needed.

Supervisory Responsibilities

• None

Education and Experience

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

Preferred Qualifications

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

Location

Remote - DMV Required: Remote employees that must be based in the DC/Maryland/Virginia area for reasons related to their position do not need to come into 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.

Work Environment

The work environment characteristics described here are representative of 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 quiet. The employee may be required to travel.

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 the duties of the job, the employee is occasionally required to stand, sit, walk, 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 SfN’s Annual Meeting, the employee may do extensive walking, sitting, and lifting and carrying items up to 20 pounds.

Benefits

• 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
• 40-52 days of annual paid time off based on tenure, including holidays, vacation, and sick leave
• 20 days of paid parental leave for new parents
• Retirement plans with employer contributions up to 8%
• Education assistance
• ASAE memberships
• Wellness and technology stipend
• Flexible Fridays
• Employee assistance plans
• Life and disability insurance
• Flexible spending accounts

How to apply

Interested applicants may submit their cover letter and resume online at https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=8b6d41ce-5cc2-495d-a05b-f868a0835315&ccId=19000101_000001&lang=en_US. If you are unable to access the direct link, go to https://www.sfn.org/ and scroll to the bottom and select "Jobs at SfN" under Quick Links. 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.