Meetings Associate

SRCD’s mission is rooted in an understanding of child development as an integrated part of lifelong development that takes place in complex and interrelated contexts. It is based on a belief that in order to create reliable, valid, and useful knowledge, developmental science must explore a diverse array of biological, cognitive, psychological, social, and cultural dimensions of development through rigorous scientific inquiry that uses multiple perspectives, methods, and levels of analysis.

The Meetings Associate will support the day-to-day work of the SRCD Meetings and Events Team. This position is an opportunity to practice exceptional customer service skills, teamwork, collaboration, and critical problem-solving skills during the planning and day-of management of virtual and in-person meetings, conference venue operations, virtual meeting technology/platforms, and gain exposure to multiple meetings management software.

The Meetings Associate will participate in discussions regarding the selecting, negotiating, and contracting of meeting sites; managing abstracts/call for submission; meeting planning; meeting registration; coordinating marketing for events offerings; day-of/onsite meeting management; and planning and executing internal and external meetings in the SRCD office.

The Meeting Associate will administratively support members of the Meetings and Events department in the planning and execution of virtual and in-person meetings, gain exposure to the site selection and contract negotiation process and related items to help with the SRCD Biennial Meeting in 2023, and receive a glimpse into the meetings and events world by participating in conversations with hotel sales representatives.

Duties and Tasks:

Conference and Meeting Logistics

• Assist in exhibits management, awards, and sponsorship related tasks, including booth contracts and onsite booth support
• Assist in speaker management and administrative support for Biennial Meeting
• Assist in submission review administrative support
• Speaker logistics coordinator and management
• Speaker management
• Assist in on-site volunteer management

Administrative Support

• Admin support for Meetings and Events department for all meetings, primarily the Biennial
• Customer service/support for association staff and individuals interested in attending SRCD meetings
• Liaison internal SRCD webinar participation as needed (content/staff lead, moderators, chat/question monitors)
• Maintain meetings, supplies inventory
• Coordinates meetings shipments for all meetings
• Tracks reconciliation and payment of vendors
• Coordinate and execute payments and refunds for all events
• Assist in the proofing of all marketing materials shared with the Communications department

Registration Management

• Build registration with the membership team in the SRCD AMS system
• Provide weekly updates and reports

Webinars

• Webinar administrative support
• Administrative lead on webinar requests, both external and internal requests
• Schedule and manage dry runs for internal staff liaisons and their speakers

Other duties as needed to support SRCD Meeting & Events

Qualifications
Required:

• 2-4 years of job-related experience
• Proficiency with Microsoft products (Teams, Outlook, Excel, PowerPoint) and virtual platforms (e.g., Zoom)
• Bachelor’s Degree or equivalent combination of education and work experience
• Excellent communications skills – drafting correspondence and other materials as assigned
• Excellent proofreading skills
• Exceptional relationship and interpersonal skills
• Attention to detail
• Ability to work independently
• Desire and willingness to travel
• Ability to thrive in a fast-paced environment that requires multi-tasking and juggling multiple projects with tight deadlines

Preferred:

• CMP, DES, CEM, VEMM or applicable certifications
• Nonprofit organization or association experience
• 3-5 years of planning experience
• Experience with and ability to plan events and make logistical arrangements for individuals and groups

Software

• Microsoft products (Teams, Outlook, Excel, PowerPoint)
• Zoom (webinar and meeting products) or similar platforms
• Higher Logic or similar type of software
• Survey Monkey

Work Environment

• Work primarily in an office environment with remote options available
• Light lifting, bending, and reaching may be required
• Availability and ability to travel and work nights and weekends when necessary

Job Type: Full-time

Pay: $40,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Washington, DC 20006: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Outlook: 1 year (Required)
• Microsoft Excel: 1 year (Required)
• Customer service: 1 year (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: One location