Senior Meetings Assistant - Transportation Research Board

Job Description

Summary:

RESUME AND COVER LETTER REQUIRED

The Transportation Research Board (TRB) is one of seven major programs of the National Academies of Sciences, Engineering, and Medicine, which is a private non-profit organization. The mission of TRB is to provide leadership in transportation improvements and innovation through trusted, timely, impartial, and evidence-based information exchange, research, and advice regarding all modes of transportation. The Technical Activities Division of TRB supports standing committees and task forces, and organizes the TRB Annual Meeting and other conferences and workshops.

Manages registration for about 3-8 conferences and committee meetings per year. Creates and updates event websites for the TRB Annual Meeting and conferences, using CMS and Internet-based software such as Twill and Cvent. Writes and sends mass emails to attendees and prospects. Replies to attendee questions and concerns. Processes refund requests, and records payments. Uses Adobe Illustrator to develop signs and other graphics.

Creates reports. Generates badges, tent cards, signs, and other meeting collateral. Manages Smart Sheet and Asana databases. Packs and ships materials to meeting venues. Serves as an onsite meeting room monitor during the six‑day Annual Meeting in Washington DC, each January. Performs other tasks as assigned by the Meetings Director.

• Manages registration for about 3-8 conferences and meetings per year. These events range from 60 to 500 attendees each.
• Creates and updates registration websites for conferences, using Internet-based software, such as Cvent. Works directly with the assigned Senior Program Officer (SPO) and Operations Coordinator (OC) for each conference, to ensure that all essential information and options are included in the website. Monitors websites, and make updates as needed.
• Participates in interdepartmental pre‑conference planning meetings for assigned conferences, to provide advice on registration options, timelines, and conference policies.
• Manages multiple Smart Sheet and Asana databases. Configures the system to send automated notifications as needed.
• Corresponds directly with patrons, to ensure that they provide all needed information and receive all appropriate patron benefits.
• Creates and updates the TRB Annual Meeting website using CMS (currently Twill). Makes updates throughout the year.
• Writes mass emails to attendees and prospects and sends them via Cvent.
• Designs and sets up online surveys and questionnaires, using internet-based software, such as Mail Chimp or Survey Monkey.
• Generates badges, tent cards, signs, and other meeting collateral for events.
• Packs and ships materials to meeting venues.
• Serves as a meeting room monitor during the 6‑day Annual Meeting, which is held each January in Washington, DC. Ensures that all events in an assigned section of the meeting venue are set up correctly and running properly. Directs venue staff to address any discrepancies in setup, catering, or AV equipment. Notifies Meetings Director of any potential problems. Has direct interaction with the volunteer moderators in the event rooms.
• Uses Adobe Illustrator to develop signs and graphics for the Annual Meeting.
• Responds to emails that attendees send to the general Meetings Department mailbox. Answers questions, and addresses customer issues.
• Develops attendee and revenue/sales reports.
• Updates registration records to reflect any payments made by check or wire transfer. (Most payments are made electronically via credit card and don't require any manual updates.)

• Related duties and special projects as assigned.

The incumbent must…