• Support the Director, Events and Conferences with tasks associated with logistics before, during and after events, including travel and hotel accommodations, ground transportation, catering contracts, facilities management and insurance requirements.
• Reach out to departments to establish future event needs.
• Create large meeting websites, including registration management and follow-up.
• Assist in negotiations of agreements with third-party vendors to ensure the highest quality of service.
• Supervise or create production collateral as needed, including budgets, timelines and rundowns.
• Represent and deliver service excellence with program participants. Ensure their needs are anticipated and executed properly.
• Review events calendar and work with staff and security to ensure program preparations are completed on time while paying close attention to events with quick setup turnarounds.

• The ideal candidate must be a team player but have the ability to work independently and be skilled at managing projects with tight deadlines and many details in a fast-paced environment.
• They must have excellent oral and written communication skills, effective trouble-shooting skills and good judgment.
• The candidate must be willing and able to work evenings and early mornings with occasional weekends and travel.
• Previous work in research or academic settings is a plus.
• High proficiency in Microsoft Office (Word, Excel, PowerPoint) is required.
• Basic knowledge of Cvent is preferred.
• Basic knowledge of audiovisual equipment and desktop publishing software is preferred.

ADDITIONAL RESPONSIBILITIES:

• Manage workshops from onset to completion: attendee outreach, logistics, ground transportation, etc.
• Serve as main point of contact for attendees.
• Manage guest organizations that the Simons Foundation hosts.
• Manage logistics with travel partner, ground transportation company and other vendors.
• Serve as a resource to other teams as they plan events.
• Perform any other duties or tasks as assigned or required.