Conference & Events Lead

HHMI is focused on supporting and moving science forward in a variety of different ways ranging from conducting basic biomedical research, empowering educators, inspiring students, developing the next generation of scientists - even stretching into film and media production. Our Headquarters is in the greater Washington, DC metro area and is home to over 300 employees with expertise in investments, communications, digital production, biomedical sciences, and everything in between. The work housed here supports and augments the groundbreaking research conducted in HHMI labs across the nation. As HHMI scientists continue to push boundaries in laboratories and classrooms, you can be sure that your contributions while working here are making a difference.

Summary:

Each year HHMI hosts dozens of conferences, meetings, and events at our Headquarters and Janelia Research Campus. These opportunities connect thousands of industry leaders, scientists, fellows and partner organizations in both virtual and hybrid settings.

The Conference and Events Lead serves clients and works collaboratively with operational teams to plan and successfully conduct conferences and events in a fast-paced and lively environment that delivers HHMI excellence and the HHMI Guest and Client experience.

This position is full-time and reports to HHMI headquarters in Chevy Chase, MD five days a week. The person in this role will need to be flexible in scheduling since some events go beyond traditional work hours and occasionally happen on weekends.

What we provide:

• A role that is uniquely positioned to have an impact on the mission and work at HHMI because it connects people.

• A manager who believes in creating space for the employee to lead the work but will be there to support the team through the unique challenges events may present.

• A team that believes in building trust, encourages collaboration, and supports one another.

• A competitive compensation package that includes a 10% employer contribution to your retirement, up to $10,000 in educational reimbursement each year, and a significant budget for professional development.

What you'll do:

Delivers the HHMI Client and Guest Experience:

• Ensure successful execution of conferences, including booking, travel, accommodations, safety, meeting room setup, housekeeping, food and beverage, digital experiences, and post-event follow-up.

• Display leadership in guest hospitality, exemplifying responsive and thoughtful customer service.

• Collaborate with clients to define objectives and communicate needs to team members and departments.

• Coordinate with operation teams daily to deliver excellence to guests and clients in each event.

• Serve as the primary host for assigned conferences and events, supervising all logistical elements and closely supporting the client and their guests.

• Display critical thinking and strategy to resolve logistical issues and ensure that decisions reflect good stewardship of the Institute's resources while meeting the needs of the clients and guests.

• Review client, internal partners, staff, and guest feedback to implement service improvements.

Staff the HHMI Conference Center:

• Lead meeting space requests using room management software, including detailed entries and timely follow-up with clients and operations.

• Serve as the Conference Center manager-on-duty, supervising preparations such as badges, room keys, transportation, and meeting room setups.

• Support guest check-ins and concierge services, including transportation and local guidance.

• Monitor the daily use of conference center resources and conduct daily inspections of the conference center spaces, taking ownership of resolving outstanding issues.

• Guide temporary and security staff to ensure excellent customer service meets department expectations.

• Manage contracting of conference and events-related vendor services.

• Assist Conference Center leadership with administrative tasks and projects as needed.

Champion collaboration across HHMI:

• Maintain a highly collaborative and respectful relationship with all departments within HHMI responsible for any aspects of conferences and events.

• Collaborate with the culinary team to ensure high-quality, innovative delivery and execution of on-site food and beverage as a signature part of the HHMI Guest Experience.

• Work with the Campus Services, Facilities Services, and IT Services teams to establish new protocols and processes addressing the evolving landscape of conferences, technology tools and data security and management.

What you bring:

• Bachelors' degree or combination of education and related work experience.

• Three to five years of demonstrated hotel/catering, conference services and banquet operations experience or equivalent.

• Ability to build trusting relationships, communicate effectively and thoughtfully navigate interpersonal dynamics to encourage collaboration with people on the team and across the institute.

• Excellent customer service skills.

• Working knowledge of property, catering, and event management systems.

• Working knowledge and understanding of policies, procedures, and standards of the department, including conference and event planning, operations, and technology for different types of events.

• Superior organizational skills with the ability to organize many sets of details in a logical manner and the ability to plan for those details to be performed in a timely, budget-conscious fashion.

• Thrives under pressure and maintain composure, professionalism, and a solution-focused approach.

• Strong technical proficiency with the ability to use and implement proven technology that improves workflow and communication while also enhancing the guest and employee experience.

• Ability to make decisions with minimal direction, displaying a clear sense of ownership and accountability.

• Must maintain a flexible schedule, at times working late nights and on weekends to accommodate varying needs of conference center operation.

Application Instructions:
To apply, please submit a resume and a brief, one-page cover letter stating how your qualifications and experience match the requirements and how your experience will support HHMI in its mission.

Physical Requirements:

Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials, furniture and equipment weighing up to fifty pounds.

Persons with disabilities may be able to perform the duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis. #LI-RK1

Please Note:

This job description sets forth the job's principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word "may," the Essential Duties and Responsibilities described above are "essential functions" of the job, as defined by the Americans with Disabilities Act.

Compensation and Benefits

Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our Benefits at HHMI site to learn more.

Compensation Range

Pay Type:

HHMI's salary structure is developed based on relevant job market data. HHMI considers a candidate's education, previous experiences, knowledge, skills and abilities, as well as internal equity when making job offers. Typically, a new hire for this position in this location is compensated between the minimum and the midpoint of the salary range.

HHMI is an Equal Opportunity Employer