Conference & Events Lead

Primary Work Address: 4000 Jones Bridge Road, Chevy Chase, MD, 20815

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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.

• Collab