Bay Area Environmental Research Institute Hiring for Event Coordinator at Mountain View, CA, US Full Time

Job Description

Job Description

Project / Event Coordinator

This is NOT a remote position. You will be required to be in the office at NASA Ames and to travel. Please read the description carefully.

This is a unique and rewarding opportunity for an individual who has an interest or background in science and an interest in travel.

The ESPO team provides planning, implementation and post mission support for large, complex, multi-agency, national and international field campaigns.

In this role you will support project managers (project coordinator) for a variety of science projects throughout the year (https : / / espo.

nasa.gov). The position involves setting up large science meetings (events coordinator) and taking detailed notes and action items for the Earth Science Mission Directorate at NASA Headquarters.

This is an opportunity to interact on a regular basis with NASA officials and highly respected scientists from around the world.

Responsibilities include but are not limited to :

• Provide agendas and compose comprehensive meeting minutes and actions for teleconferences and on-site meetings.
• Set up room blocks with hotels. Responsible for researching various hotels in meeting locations, setting up contracts with hotel sales staff.

The coordinator will also be the liaison between the scientists staying at the hotel and the hotel sales staff and main point of contact for all meeting logistics.

• Setting up and coordinating virtual meetings (with more than 100 participants).
• Setting up computers and projection equipment as needed.
• Maintain and update mission / project websites, databases, contact lists and calendars.
• Help create orientation packets and presentations for participants traveling to science missions.
• Proofreading documents and presentations.
• Traveling both domestically and internationally to provide support for the meetings and projects.
• Assisting in lab and office set up.
• Purchase of supplies, equipment and services. Prepare necessary documentation and expense s.
• Coordinate with Public Affairs as needed.
• Other various clerical and administrative duties.

Skills / Qualifications :

• Bachelor’s degree; or a minimum of three years of experience planning, coordinating and executing meeting / project activities.
• Must be able to pass personal background checks for working with the military, TSA, and the State Department.
• Impeccable verbal and written communication skills with the ability to create concise communications to all levels of personnel.
• Professional and tactful to all levels of personnel.
• Computer savvy is a must. Candidate must be either PC and / or Mac proficient. Microsoft Office and web search skills are a must.
• Must be able to travel extensively in US and overseas.
• Efficient time management, organizational and multi-tasking skills.
• Ability to work both independently and in a group.
• Ability to handle confidential and personal information in a professional manner.
• Interest in science is preferred.
• Learning an extensive list of acronyms will be required.
• Candidates under final consideration for this position should expect to undergo an employment reference / background check that may include, but is not limited to : employment history, confirmation of educational credentials and degrees, licenses including driver’s license, registrations, certificates, and other credentials as part of the appointment process.
• Ability to lift 25 pounds.

Working Conditions :

This position requires a lot of travel, approximately 16 weeks a year (typically 1-3 weeks per trip). This includes various locations such as other NASA centers, military bases, and foreign countries.

During travel, long hours, sometimes at odd hours of the day, are the norm. It is possible that the meeting support will require working 7 days in a week or during a holiday.

The event support is typically at a hotel meeting room or conference center but the project support involves working from aircraft hangars so, rather than a nice office, a desk on a hangar floor (loud and dusty) might be all you have.

When not traveling, the Coordinator will work at NASA Ames Research Center (ARC) as part of the Earth Science Projects Office.

The position will require an on-site presence at least 3 days a week.